Vendor Portal Training Vendor Onboarding Onboarding Process ERP

Vendor Portal Training

Vendor Onboarding

Onboarding Process ERP

New Process Push • Risk Concerns • Fraud • Secure Bank Account, SSN, and Tax ID Numbers • Internal control requirements and audit requirements • Current paper-driven process is very inefficient • IRS Form W-9, Business Classification Form, Vendor Payment Selection Form, Worker Classification Questionnaire

What is Payment. Works? • Payment. Works is a cloud-base onboarding application for automating the vendor registration process • Departmental users are empowered to extend invitations to vendors to register, have visibility into onboarding process. • Vendors will register and maintain their own information through an assigned self-service account • Currently utilized at a number of higher education institutions including Johns Hopkins, UC Davis, UConn, and Cornell.

Empowerment For Departments • Departments are empowered to create and send their own invitations to vendors to become registered – existing vendors do not need an invitation unless they need to update information. • Departmental users have quick and easy access to Payment. Works through the IRISWeb portal • Departments can see full process and status as vendors are onboarded, and receive IRIS vendor numbers in your dashboard when assigned.

Self-Service For Vendors • Vendors complete and are responsible for their information. Accuracy for registration information falls to the vendor. • Vendors can also request their preferred payment type and in some cases, enter/manage their own ACH and other banking data • Vendors can do their own updates such as address, company merger or acquisition, diversity status, etc. reducing entries on part of University Staff • Vendors are responsible for information (W-9, Worker Classification Form, Business Classification Form, Vendor Payment Form)

Do I Need To Request a New Vendor? • First search in IRIS to see if vendor already exists • Use Transaction code XK 03

How to Access Payment. Works • https: //irisweb. tennessee. edu

Logging In

Search for a Vendor • Use the search on the Onboardings page and enter the vendor’s email address. • This will bring up the request and you can provide the status of the request. If the request has been completed, you can provide the vendor ID. • Initiators will be able to see all invitations, not just their own

Inviting a Vendor

Invite Status

Vendor Invite Email

Vendor Process Overview

Tracking Onboardings Invitation column: • Sent • Delivered • Not Deliverable • Opened • Clicked • Self Registered Account Column: • Email Validated • Created • Confirmed • No Account New Vendor Registration column: • Submitted • Approved • Processed • Complete • Rejected • Invitation/Reminders Cancelled

Tracking Onboardings The is now open and available for use

Invite Approvals

Troubleshooting – I cannot send the invite. “An invitation was previously sent to this email address” • Payment. Works does not allow multiple invitations to be sent to a single email. Someone else may have previously sent the invite.

Troubleshooting – My Vendor did not receive the invite • Verify that the Vendor has checked their spam folder • Initiators have the ability to re-send an invitation

Troubleshooting – I entered the wrong email address clicking on the invitation status, • Departments can correct and re- • By you will be given action options: send invitations with the following Cancel Reminders, Resend Invitations invitation statuses: Sent, Delivered, Not Deliverable

Troubleshooting – My Vendor has not completed the forms • The Vendor will receive emails until the registration is completed or the reminders are cancelled Note: Reminder email notifications are automatically generated, do not re-send invitations unless the Vendor notifies you that they did not receive the initial email • 1 st reminder – three days • 2 nd reminder – seven days • 3 rd reminder – 14 days

Troubleshooting – I haven’t gotten my ID • You will receive your Vendor ID once the Vendor has been approved and sent to the ERP

Troubleshooting – My Vendor will no longer be used

Payment. Works Resources

UT Resources • Accounts Payable – Create a Vendor webpage: • https: //acctspayable. tennessee. edu/creating-a-vendor/

Questions? • Vendor/University Related Questions • Phone – 865 -974 -2302 • Email – ap_paymentworks@utk. edu • Payment. Works Platform Questions

Onboarding Video • Onboarding Video for Initiators