Vendor-Registration-Instructions.pdf

Vendor Registration Instruction Guide https://arbuy.arkansas.gov/bso/

1/03/2022

Contents Before You Begin

INITIATING A VENDOR REGISTRATION

COMPANY REGISTRATION SCREEN

COMPANY INFORMATION TAB

ADMINISTRATOR TAB

ADDRESS TAB

TERMS TAB

CATEGORIES AND CERTIFICATIONS TAB

COMMODITY/SERVICE CODES TAB

SUMMARY TAB

Thank you for doing business with the State of Arkansas!

To complete your registration, you will need to enter your company information on a series of tabs (screens) in the new online Arkansas eProcurement system, ARBuy.

Before You Begin.

To complete your vendor registration, please have the following information on hand:

Your company Tax Identification Number as provided by the IRS

Your company name exactly as shown on your income tax return

The email address where you would like to receive notifications of bid opportunities

The email address of the person who will be the Administrator of your ARBuy online vendor account o For security purposes, this must be a different email address than the general company email address.

You will be asked to select a reference code(s) from the United Nations Standard Products and Services Code (UNSPSC) for the goods and services your company provides.

It is critical you select the appropriate code(s) as these codes will trigger email notifications when a bid opportunity is available for goods or services offered by your company.

o There is a UNSPSC search tool in the registration process that will help you find the appropriate codes.

To learn more about UNSPSC codes, view this video About UNSPSC Codes, or visit this webpage https://www.unspsc.org/.

Please type in “ALL CAPITAL LETTERS” throughout the registration process (*except for creating your password).

https://arbuy.arkansas.gov/bso/ https://www.unspsc.org/Portals/3/Recordings/UNSPSC_Getting_Started.mp4?ver=2021-08-23-085825-203 https://www.unspsc.org/

INITIATING A VENDOR REGISTRATION

Step 1

Go to the ARBuy website by entering the following URL in the address bar.

ARBuy.arkansas.gov

Once registered, you will sign in from this page.

Step 2

On the home page, click on the “Register” button on the top right.

This will bring up the next window, the Company Registration Screen.

https://arbuy.arkansas.gov/bso/

COMPANY REGISTRATION SCREEN

Step 3

Please turn on

ALL CAPS

Enter your Tax ID number (including any dashes) and click the toggle to select your tax ID type: SSN or EIN.

Enter the company name and email address.

Ensure you can access this email account.

A validation email will be sent to this address to complete registration.

Click “Register” to move to the next screen, the Company Information Tab.

COMPANY INFORMATION TAB

Step 4

Your company name will be automatically populated in the first two fields.

• If needed, update the second field, Vendor Legal Name, to match your business name as shown on your tax return.

Entering a Business Description is optional.

Step 5

Enter the remaining company/contact information.

• Enter your P.O. Box or your street address, including apartment or suite number, on line 1.

• Enter your city, select your state, enter zip code, county, phone, and fax number.

Step 6

Validate your Tax ID and select EIN/SSN.

Enter your state and Year of Incorporation (does not refer to number of years, but actual year – example: 2018).

• The Preferred Delivery

Method defaults to your Email.

Step 7

If your company qualifies as an emergency supplier, click the YES button, and complete all required fields.

• To learn more, go to

Emergency Suppliers.

Click “Save & Continue Registration” to move to the Administrator Tab.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/arkansas-emergency-business-listing-abel/

ADMINISTRATOR TAB

Step 8

Enter the information for the person who will be your Account Administrator.

After your ARBuy vendor registration is validated and active, the Admin will be the only user who can make changes, additions, or deletions to the registration.

Use the blue dropdown arrows to select information for the specified fields.

“Save & Continue Registration” to move to the Address Tab.

If you already used the Administrator’s email address on previous screens, enter a dummy email in this field, then call the State Procurement office at 501-324-9316 and ask for assistance to update the email addresses on your vendor registration.

The yellow highlighted fields - Login ID, Question, and Answer - will be used by your Administrator to access the online registration. If you are not the Administrator, enter this information and write it down to give to the Admin to change this information later.

ADDRESS TAB

Step 9

Check your address.

• If changes are needed, click “General” and go to Step 10.

• If no changes are needed, click “Continue Registration” and skip to Step 11.

Do not add another address. This function will be available later.

Step 10

Make edits, then click “Save & Continue Registration” to go back to the Address Tab.

On the Address tab, click “Continue Registration” to move to Terms Tab.

TERMS TAB

Step 11

Do not enter any information here.

• Your Admin will do this when the next phase is implemented.

Click “Continue Registration” to continue to the Categories and Certifications Tab.

CATEGORIES AND CERTIFICATIONS TAB

Step 12

Click on link to open the TERMS OF USE.

Scroll to review the

TERMS OF USE,

then close the window by clicking the X.

Step 13

Click the checkbox to confirm you have read the TERMS OF

USE.

Check the appropriate box for the Not-for-Profit designation.

• Do not check any other boxes at this time.

• There is no need to enter anything in Notes at this time.

Scroll to the bottom of the screen.

Click “Save and Continue Registration” to continue to the Commodity/Service Codes Tab.

COMMODITY/SERVICE CODES TAB

Step 14

On this tab you will enter the UNSPSC code(s) that best describes the goods and/or services your company offers.

• All Bid Notifications received by email will be determined based on the UNSPSC code(s) you enter.

Please enter as many codes as necessary to cover any and all goods/services your company provides.

Enter keywords that describe the goods and services you provide and click “Search”.

• This will populate codes at the bottom of the screen that are related to the keywords entered.

HINT: If one form of a keyword does not provide results, try another form of the word, such as “consulting”, “consult”, or “consultant”.

Scroll to the bottom of the screen and check the boxes of all applicable codes.

To search for more codes, click “Save & Add More”. Repeat Step 14 or go to Step 15 for another search option.

OR

If you have selected all necessary codes, click “Save & Continue Registration” to go to Step 16, the Summary Tab.

Step 15

For another search option, click the drop down arrow in the UNSPSC Segment- Family field to view.

Double click to select a code.

• This will populate related codes.

If you need to narrow the results, select a UNSPSC Class code in the next field and click “Search”.

Select codes at the bottom of the screen and continue the search process until you have included all applicable codes.

Click “Save and Continue” to move to the Summary tab.

Step 16

On the Summary Tab, if you want to review the list of codes you selected, click the “Commodity/Service Codes” Tab and go to Step 17.

OR

Skip to Step 18 to continue.

Step 17

Commodity/Service Codes Tab: Options

• Add additional codes.

• Remove codes by checking the applicable box(es) and clicking “Remove Codes”.

• Continue Registration.

SUMMARY TAB

All information you entered on previous tabs will be displayed on this screen.

Step 18

Write down your new ARBuy Vendor ID and please review all your account information.

If you need to make changes, click the applicable tab at the top of the screen to make edits.

Click through the “Save & Continue” buttons at the bottom of each screen to return to the Summary Tab.

Click “Complete Registration”.

Congratulations! You now have a vendor account in ARBuy!

Next Steps.

You will receive a validation email at the company email address you entered on the initial screen. Follow the directions in this email to Login to ARBuy and confirm your account.

Keep in Mind.

Once the State has reviewed and validated your account, it will be placed in ACTIVE status, meaning you can receive bid notification emails for your designated commodities/services and can submit bids through ARBuy.

This registration is the first step (Phase 1) in establishing your vendor account.

Phase 2 of vendor registration is coming soon. In this phase, your account Administrator can:

o Add users to the account: Multiple users can be set up to receive bid notifications.

o Add more addresses (remit, branch locations, etc.) to the account.

o Enter more details, such as Minority vendor certification or payment and shipping terms.

Questions?

Contact Periscope Supplier Support at 1-888-242-7020 or email supplier-support@periscopeholdings.com.

mailto:supplier-support@periscopeholdings.com