vendor-registration~5.pdf

Job Aid:

Vendor Registration

JA_Vendor-Registration-Webinar_rev. _2016-03-28 1

This Job Aid shows how to:

Complete the Vendor Registration Process

Of Special Note:

Any vendor may become a registered COMMBUYS user by completing the vendor registration process. 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.

Note: Seller is another term for “vendor” in the COMMBUYS system. This job aid contains two appendices. Appendix A provides information for various scenarios when your Tax ID is already in use. Appendix B presents instructions to register & be verified for the Small Business Purchasing Program (SBPP).

Screenshot Directions

Step 1

1. Launch the COMMBUYS Landing Page by entering the URL www.commbuys.com into your browser.

2. Click the Register link on the COMMBUYS Landing Page.

https://www.commbuys.com/bso/

JA_Vendor-Registration-Webinar_rev. _2016-03-28 2

Step 2

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

Click the Submit button.

2. 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.

Note: If COMMBUYS indicates that a tax ID is already in use please see Appendix A for further information.

JA_Vendor-Registration-Webinar_rev. _2016-03-28 3

Step 3

Upon clicking the Submit button, two things will happen: you will receive an email message from the COMMBUYS system administrator and your COMMBUYS registration will advance to the Company Information tab on the Vendor Registration page.

The email message will contain:

Vendor ID

Information supplied in pre-registration

Link to continue vendor registration at a later time (if desired)

Note: Vendors must complete entire registration process in order to do business in the system.

Step 4

1. Company Information required fields are marked by an asterisk (*).

2. Check the information populated from Pre-registration. Make sure each item is typed in accurately.

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

JA_Vendor-Registration-Webinar_rev. _2016-03-28 4

Step 5

1. The Small Business Purchasing Program (SBPP) information sheet displays. It is important to read this information very carefully. It explains what the requirements are to qualify for this program.

2. You must select one of the three buttons at the bottom of the screen to continue:

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.

I Disagree: If you know you are not eligible or do not wish to apply. If you choose this option, you will not be able to register for SBPP through COMMBUYS, but you will be able to complete Vendor Registration. (Skip to step 6)

Not Now: If you want to come back later to make your choice about the Small Business Purchasing Program. You will still be able to complete SBPP Registration at any time through the Seller Administrator Control Center. Please see Appendix B for further information.

3. Please select the Not Now button to skip this section and continue with your registration.

Note: For information on the Seller and Seller Administrator Control Centers visit OSD’s Training webpage located at http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/ and click on Job Aids for

Vendors or Vendor Webcast Trainings.

http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/osd-event-calendar.html http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/job-aids-for-vendors.html http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/conduct-a-procurement/commbuys/job-aids-for-vendors.html http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/vendor-webcast-trainings.html

JA_Vendor-Registration-Webinar_rev. _2016-03-28 5

Step 6:

1. This step establishes a Seller Administrator account, which enables the vendor to maintain organization information as well as add / maintain other Seller user accounts associated with the Vendor Profile.

2. Required fields are marked by an asterisk (*). Note that passwords must be between 8 and 50 characters and contain at least 1 letter and 1 number.

3. Once this information has been completed, click 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.

Step 7:

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 at the bottom of the page.

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.

JA_Vendor-Registration-Webinar_rev. _2016-03-28 6

Step 8:

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 Continue Registration

Step 9:

1. Complete the Categories & Certifications tab.

Some Categories are required.

(Business Structure, Agreement, Business Type)

Some are optional.

The MBE, SDVOB, WBE, and SDO certifications are “Read Only” so therefore cannot be self-selected.

SDO receives information from the certifying agencies and populates those fields.

2. Click the Save & Continue Registration button located at the bottom of the screen.

Note: Vendors are responsible for ensuring that all selections are accurate.

Step 10

1. Complete the Commodity/Service Codes tab. 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. You can add a Commodity Code by entering a relevant keyword into the UNSPSC Keyword field and clicking the Search button.

JA_Vendor-Registration-Webinar_rev. _2016-03-28 7

Step 11

1 You can also add a Commodity Code by using the UNSPSC Segment-Family and UNSPSC Class drop down menus.

2 Once you have checked all Commodity and Service Codes relevant to your business click the Save & Continue Registration button.

Although only one Commodity code is required at registration, be sure to return to this tab from the Seller Administrator Control Center to add all relevant UNSPSC Codes to your Vendor Profile.

For additional assistance with UNSPSC coding, view OSD’s webcasts on the topic available on the OSD YouTube channel located at:

https://www.youtube.com/playlist?list=P L247E2162C4B2F10A or visit the UNSPSC website at http://www.unspsc.org/search-code

Note: Bids are directly distributed to vendors based on UNSPSC codes. If you do not select all appropriate categories, you may not receive associated bids.

http://www.mass.gov/anf/docs/osd/commbuys/review-and-maintenance-of-unspsc.pdf https://www.youtube.com/playlist?list=PL247E2162C4B2F10A http://www.unspsc.org/

JA_Vendor-Registration-Webinar_rev. _2016-03-28 8

Step 12

1. The Summary tab displays information supplied during registration. Review all information on the Summary page.

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.

1 A Thank You message that includes the COMMBUYS Help Desk telephone number appears Click OK.

2 You will be redirected to the COMMBUYS Landing page. Upon initial login, you will be asked to change your password.

Note: You will receive an e-mail confirming your registration.

JA_Vendor-Registration-Webinar_rev. _2016-03-28 9

Step 14

1. As Seller Administrator you still need to set up your formal password in the COMMBUYS Market Center.

2. Log in to COMMBUYS using the Login ID and temporary password you created during registration.

3. Click the “Login” button to continue.

Step 15

1. You must now change your password.

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

2. Enter the following fields:

Password created during registration

Your new password

Confirm new password

3. Click the Submit button.

JA_Vendor-Registration-Webinar_rev. _2016-03-28 10

Step 16

1. The next page you see is the

COMMBUYS

Seller Control Center page! This page has the Seller Administrator Tab selected so you are looking at the Seller Administrator Control Panel.

2. For more information on the use of the Seller and the Seller Administrator Tabs go to the OSD Training Homepage at http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/ where you can find Job Aids and additional training available for the Seller and Seller Administrator Roles.

http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/

JA_Vendor-Registration-Webinar_rev. _2016-03-28 11

Appendix A

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.

Registration Issues can include:

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. Seller Administrator left your company with no back-up Administrator and you don’t have SA login credentials or

Company was previously registered in CommPASS and has been migrated to COMMBUYS but you can’t access account.

4. Someone has used your Tax ID without authorization.

1. If COMMBUYS indicates that a tax ID is already in use and your registration cannot move forward with that Tax ID there is a possibility that someone else (at your company) recently registered the company in COMMBUYS and you should follow up internally at your company to ascertain if another company user has already completed the

COMMBUYS registration process.

2. If a user is registering on behalf of an organization that is affiliated with an entity already registered and sharing the same Tax ID (for example, a DBA or an Affiliate), but would like to maintain separate profiles in COMMBUYS, the affiliate must contact that registered entity and request to be added as an Associated Organization on the

Vendor’s profile.

3. The Seller Administrator left your company with no back-up Administrator and you don’t have SA login credentials or the Company was previously registered in CommPASS and has been migrated to COMMBUYS but you can’t access account, you should call the COMMBUYS Help Desk at 1-888-627-8283 or email them at commbuys@state.ma.us and explain the situation asking them to reset your account and to provide you with new

“temporary” login credentials to update your account information. Then you can create a new permanent login after you update your account. Please Note: you will now be the Seller Administrator and you may want to select and register an alternate or back up Seller Administrator.

Report the issue to COMMBUYS Help Desk for Further Instructions.

mailto:commbuys@state.ma.us

JA_Vendor-Registration-Webinar_rev. _2016-03-28 12

The Small Business Purchasing Program (SBPP)

Appendix B

Step 1

1. Launch the COMMBUYS Landing Page by entering the URL www.commbuys.com into your browser.

2. Enter your login ID and Password in the Login box and click on the login Button.

Step 2

1. Once you have logged in, make sure the Seller Administrator tab is selected to view the Maintenance Home Page.

2. Click on the Maintain Organization Information button.

https://www.commbuys.com/bso/

JA_Vendor-Registration-Webinar_rev. _2016-03-28 13

Step 3

1. This is the Maintenance Organization Information page.

2. Click on the Maintain Organization Qualification button.

Step 4: Program Details

1. There are 3 tabs: Current, Renewal, and Expired. A small number in parentheses on the tab label indicates whether information is listed under that tab.

2. If the number in parenthesis is a 0, there are “No active certifications found” under the category.

3. Choose the tab that reflects your situation, then click the Continue button to start the application process.

Use the Current tab to begin initial SBPP application.

The Renewal tab may display successfully renewed Pre-qualification information. Complete renewal of SBPP certification from this tab.

The Expired tab displays all certifications that have passed the Renewal/Expiration date. Complete re-application from this tab.

JA_Vendor-Registration-Webinar_rev. _2016-03-28 14

Step 5

1. This is the SBPP Program Qualification Page.

2. The top section of this screen explains the conditions you must meet to be eligible for the SBPP.

3. If you do not wish to apply click Not Now and abort the process.

4. If after careful review of the eligibility requirements section, you believe you may be eligible and wish to apply, click on the I Acknowledge at the bottom of the page to continue with the SBPP application process.

Step 6

1. The screen pictured here is the SBPP Program Qualification Questions page.

2. Make sure you have the following information handy:

3. TAX ID, either FEIN or SSN. Use the ID that corresponds to your latest Massachusetts Income Tax Filing. Note that the Commonwealth encourages the use of FEINs rather than SSN.

4. Form Type that you used to file Massachusetts taxes for the business.

5. Number of Full Time Equivalent employees as reported most recently to the Department of Unemployment Assistance (DUA).

6. Year and Quarter of latest DUA filing

7. Gross annual revenue, using the 3-year average of most recent DOR tax filings.

Non Profit and Not for Profit entities use gross operating budget.

8. For clarification on each entry box, hover over the blue question marks. Doing so triggers a text box with helpful information.

9. Enter the information for each item and then click Save & Continue.

Note: For clarification on each entry box, hover over the blue question marks. Doing so triggers a text box with helpful information.

JA_Vendor-Registration-Webinar_rev. _2016-03-28 15

Step 7

1. The Program Qualifications Results page reveals the results of your pre-qualification for SBPP status.

2. Based on the information you entered, you will either now see:

An affirmative pre-qualification.

Depending on the results of the verification process, you will either become ACTIVE in the SBPP program if the information you entered is verified, or your status will be INACTIVE if your information could not be verified. In either case, you will receive an email to alert you to the outcome and to guide you to next steps, if needed.

OR

A negative pre-qualification. Something you entered does not match the elligibility criteria. If you want to double-check your answers, use your browser’s back button.

NOTE: For more information about the Small Business Purchasing Program (SBPP), visit the website www.mass.gov/sbpp or watch the webcast on our YouTube channel located at https://www.youtube.com/playlist?list=PL247 E2162C4B2F10A

JA_Vendor-Registration-Webinar_rev. _2016-03-28 16

Screenshot Directions

Click on the Exit button to return to the Maintain Organization Information page where you can log out.