Vendor Portal Create Supplier

Transcription

1 Audience: MHE Vendors *Disclaimer: The screenshots contained in this quick reference guide may vary slightly from your actual view, based on country requirements, however business processes and functionality remains the same. Introduction The Vendor Portal is a secure self-service tool that enables vendors to create their company profile. This profile creates the vendor record in the MHE ERP (Oracle). Most if not all vendor maintenance can be completed by the vendor through the portal. All information input will cross reference in real time with the IRS, US Department of Treasury, and US Postal Service. Accessing the Vendor Portal MHE Vendor Portal Link coming soon! *TIP: Save the sign on link in your favorites for easy future access or pin the website to your desktop. From the Logon page enter your user ID and your unique Vendor Portal password in the designated fields and click the Login button. Note for Vendors ONLY: You will be given a temporary password to be used the first time you logon to the Vendor Portal. Upon your first time logging on to the Vendor Portal you will be prompted to change your password. Key Resources All Vendors Supplier Portal Homepage o Training Materials o FAQs MHE Internal Employees Vendor Portal on Spark Training Materials Support Contact MHE Accounts Payable Toll Free Phone: (877) MHE.AccountsPayable@mheducation.com APEX Analytix Toll Free Phone: +1 (855) portalsupport@apexanalytix.com Vendor Portal Create Supplier Accounts Payable 1

2 Creating a Supplier 1. Click on the Create Supplier icon on the homepage. 2. The Registration Checklist will appear. This will be a visual guide for you to see your progression throughout the process. Click on Next to begin the registration process. TIP: On the left side of the screen you will also see a panel that will tell you where you are in the registration process. If the bubble has been filled in blue, it means that section has been completed. The bubbles that appear white are the sections remaining in the registration process. Vendor Portal Create Supplier Accounts Payable 2

3 Business Information In this section you will input the Business Information including Company, Contact and Accounts Receivable/Billing information. Each of these sections will be broken down on the next few pages. NOTE: Any field with a red asterisk (*) is required. Vendor Portal Create Supplier Accounts Payable 3

4 3. Enter the Company Information including the Country, Supplier Type, Business Entity Type, Income Tax Reporting Code, Company Name and Estimated Annual Spend. All other fields are optional. 4. Input the Contact Information by typing freely into the cell. This is where you will enter the contact information of a direct point of contact at the supplier company. It is imperative to have accurate information for this because this will be the representative 5. Input the Accounts Receivable/Billing Information by typing freely into the cell. Enter the direct contact in Accounts Receivable department of the supplier company. Vendor Portal Create Supplier Accounts Payable 4

5 Tax Information 6. Click on Add New Record to input the Tax Information. NOTE: For an individual you will need to input a Social Security Number. If the supplier is a company, the TIN number will be used. All information input, will immediately be cross referenced with the IRS. 7. A pop up will display on the screen. Use the drop down menu to select the country. After you have selected the country, you will then select the Tax Type and freely input the Tax ID number. Click OK. Company Information 8. Click on Add New Record to input the company s information including the sub-system, legal entity, industry code, etc. Vendor Portal Create Supplier Accounts Payable 5

6 9. Input the data in the fields either using the drop down arrow or by typing freely into the cell. Then click OK. 10. You will then see the company information entered reflected on the main page. Click on Next. Vendor Portal Create Supplier Accounts Payable 6

7 Business Address 11. Click on Add New Record to input the information for the Physical Business Address. 12. Input the country, street name, city, state, and postal code. This information will be immediately cross referenced with the US Postal Service. Enter any other relevant information, and then click OK. 123 Testing Lane 321 Example NOTE: You may enter a second address as the remit address if necessary. Click on Add New Record and then selec the address type as Remit and enter the relevant information. Vendor Portal Create Supplier Accounts Payable 7

8 Tax Information 13. Enter the tax information. Select the appropriate state(s) either by choosing from the drop down arrow or by typing freely into the cell. Answer the additional questions regarding doing business with California. Then click Next. Vendor Portal Create Supplier Accounts Payable 8

9 Account Information The next section is the Account Information field which includes Accounts Payable, Banking, ebusiness and Government Entity. Vendor Portal Create Supplier Accounts Payable 9

10 14. Enter the Account Information starting with Accounts Payable. All information entered can be freely typed into the cell or selected using the drop down menu. The information provided in this section will be cross referenced with the US Department of Treasury. 15. The next section is the Banking Information. Click on Add New Record. 16. Select the Country. This may alter the fields shown as banking is country specific. The fields marked with a red (*) asterisk are required. Fill in the optional fields if you would like. Once you have finished inputting the information click OK. Vendor Portal Create Supplier Accounts Payable 10

11 NOTE: The information you ve input will be reflected on the main page. You may add additional accounts if needed, by selecting Add New Record and repeating the step above. 17. In the next section select Yes or No for doing ebusiness through Ariba. If you are not a part of the Ariba Network select No. If you are a part of the Ariba Network, select Yes, and then input your Registered Supplier Name and your Ariba Network ID number (ANID). NOTE: For more information about the Ariba Network please click here. 18. Next, read the statement and select Yes or No if your company is a government entity. Vendor Portal Create Supplier Accounts Payable 11

12 Optional Information The following fields are optional. It is up to the employee whether or not to include the information for insurance, a business biography and any relevant business certifications. Input the information in the fields provided and then click Next or if you choose to skip this step, simply click Next on each screen. Vendor Portal Create Supplier Accounts Payable 12

13 Document Upload You will be required to upload documents, such as a W9, to verify the information provided. 19. Click on the drop down arrow to select the document type. 20. Then choose a file from your computer by clicking on Select and then choosing the file from the pop up window. 21. Enter the Document Name (e.g. W9). Then click Upload File. Vendor Portal Create Supplier Accounts Payable 13

14 22. You will be able to view the uploaded file in the bottom half of the screen. When your file has finished uploading, click Next. Joe Smith Review & Submit 23. Review the information provided. If you need to go back and make edits/changes you can click on Previous. If the information is correct, click on Submit. Vendor Portal Create Supplier Accounts Payable 14

15 Vendor Confirmation The vendor will receive an confirmation that their account has been created in the portal. Below is an example of the that the vendor will receive. Joe Smith, TEST COMPANY. Vendor Portal Create Supplier Accounts Payable 15