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Creating a New User


In this topic you learn how to create a new user for a vendor account that has already been set up in the Supplier Portal. After completing this topic, you should be able to:

- Look up a vendor to determine whether the account has been created

- Create a new user account

A vendor that is registered with the State of Minnesota may have multiple users associated with the Vendor Name. This allows multiple individuals within the vendor organization to log in to the State Supplier Portal and conduct the vendor's business with the State.

Note: You must be logged out of the Supplier Portal in order to initiate the process of adding a new user. You have to click on the Vendor Registration Link link, which does not appear on the homepage when you have logged in.

Steps:

  1. To create a new user you have to navigate to the Create a New Userpage. The Create a New User page can only be accessed from the Vendor Registration Link link, which is located in the upper left part of the generic Supplier Portal page just below the Sign In button. Click the Vendor Registration Link link as if to register as a new vendor for the State of Minnesota.
  2. When you click the Vendor Registration Link link, you are taken to the Vendor Registration pages, Step 1 of 9: ID Numbers. This page includes the following fields: Vendor Name, TIN Type, TIN, DUNS, and CCR. The only key field is the TIN. Although the Vendor Name and the TIN Type are required fields, the system only searches by the TIN field itself.

    Although you are following the same steps as you did to complete your initial vendor registration, you will not get past the first step. The system will check your TIN and determine that it has already been registered. You will then be asked if you want to create a new user.

    Enter your vendor name in the Vendor Name field, then select the appropriate TIN Type from the dropdown list for the TIN Type field.

    Next, enter your TIN (Tax Identification Number) in the TIN field.

    Below the TIN field are fields for DUNS and CCR numbers. You can ignore those fields for this process.

    Below the CCR field is a text box with a legal disclaimer and warning. Review this warning before continuing.

    Below the State warning is a button on the left called Next. Click the Next button to advance to the next step of the registration process.

  3. Once the TIN is entered the system will identify whether the vendor's TIN already exists in the system or if a new vendor registration needs to be completed.

    In this instance the TIN you entered already exists in the system for a vendor. Because of this, the Duplicate TIN Found page opens. The text on the page explains that the TIN is a duplicate and gives you the option to go back and enter a different TIN by clicking the Back button that appears at the bottom left of the page.

    In the middle of the text is a box called Vendor ID. Because you are creating a new user for an existing vendor, you need to enter your Vendor ID so the system can validate the Vendor ID with the TIN. If you do not know the Vendor ID then you will need to contact the Minnesota Management and Budget help line for assistance.

  4. When you know the Vendor ID, enter it and initiate a search for the vendor, then click the Find button, which is to the immediate right of the Vendor ID field.

  5. When you click the Find button, a new button and a new section appear at the bottom of the page, below the text block. First is the Create New User button. Below that is the section called Current Vendor Users. This section lists the existing users associated with the vendor, giving the User ID and the Description, which is the person's name, generally.

    To add a new user, click the Create New User button above the Current Vendor Users section.

  6. When you click the Create New User button, you jump to Step 9 of 9: Password Information, in the Vendor Registration pages. This is the same page that is used during the initial vendor registration process to establish the vendor password.

    In the center of the page is the section called Logon Information. At the top of this section is the Password field. Enter the new user's password here.

  7. Below the Password field is the Confirm Password field. Enter the new user's password here again.

    Note: Passwords must be 8 characters long and must contain a special character (*, &, %, $, #) and a number.
  8. To the right of the Confirm Password field is the Contact Name field. Enter the new user's name here.

  9. The next field is the Send to Email ID field. Enter the new user's email address here. Confirmation of the new user with the State will be sent to the email address entered here.

  10. At the bottom of the Logon Information section are two fields used to establish a password hint question and answer. The Look up Hint Questionfield is a dropdown list. Click to select an approved hint question.

  11. Below the Hint Question field is the Hint Response field. Type the answer to the hint question here.

  12. Below the Logon Information section are two buttons, Finish and Cancel Registration. Click the Cancel Registration button to back out any attempt to add a new user and return to the Supplier Portal homepage. Click the Finish button to complete the process to enter a new user and submit the new user profile to the State for approval.

  13. When you click the Finish button, the Vendor Registration Complete page notifying you that you will receive an email with your user ID to be able to log in to SWIFT as a new user.

Congratulations! You have successfully completed the topic Create New User. Having completed this topic, you should now be able to:

- Look up a vendor to determine whether the account has been created

- Create a new user account

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