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Registration Vendor Information


In this lesson you will learn how to register as a new vendor for the State of Minnesota.


Steps:

  1. In the following steps you will learn how to register as a vendor with the State of Minnesota for the first time. If you are already a vendor with the State of Minnesota you will be notified after completing step 1 of vendor registration and provided the option to create a User ID to login to the Supplier Portal.

  2. From the main page of the Supplier Portal, click the Vendor Registration Link link, located under the User ID and Password fields at the top of the page.

  3. Clicking the Vendor Registration Link link opens the Vendor Registration pages, starting with Step 1 of 9: ID Numbers. There are several required and some optional fields on this page. The first required field is the Vendor Name. This is the vendor name as reported on your tax returns. Type in your Vendor Name.

    The next required field, below the Vendor Name field, is the TIN (Tax Identification Number) Type. This field has a lookup icon to help you determine a valid value for the field. If you know the correct TIN Type, you can enter it in the field, otherwise use the lookup option.

    The following are valid TIN Types:
    C=Corporation
    E=Tax Exempt Organization
    F=Federal Employer ID Number
    I=ITIN
    S=Social Security Number
    X=Foreign
    Click to select from the list or type in the appropriate value for your organization.

    Note: If you select C (Corporation) as your TIN Type, you will get an error message asking you to verify that you selected the correct type. The message states, "You have selected Corporation as your Federal Tax Classification. If you are an S-Corporation or a Trust or Estate, please change your selection to F-Federal Employer Identification Number." This is only a message to ensure the TIN Type is correct. It is not a hard error. It only appears when you select C as the TIN Type. Click the OK button to close the warning. If necessary, change the TIN Type to the correct value.

    The next required field is the TIN field. Type your TIN in this field.

    Vendor Name, TIN Type and TIN are all required fields. There are two other, optional fields on this page. If the vendor also has a DUNS (Data Universal Numbering System) number or a CCR (Central Contractor Registration) number, these can be entered into the DUNS field and the CCR field, below the TIN field. If you need to enter the DUNS or CCR number, type the correct value in the appropriate field (DUNS or CCR).
  4. Under the fields, this page includes a legal warning that reads, "Pursuant to Minnesota Statute 270C.65, Subdivision 3, vendors are required to provide their Federal Employer Identification Number or Social Security Number. This information may be used in the enforcement of federal and state tax laws. Supplying these numbers could result in action to require a vendor to file tax returns and pay delinquent tax liabilities. These numbers will be available to federal and state tax authorities and state personnel involved in the payment of state obligations."

  5. You have completed Step 1 of 9. There are two buttons at the bottom of this page: Next and Cancel Registration. These two buttons appear at the bottom of each subsequent page as well. Click the Next button to move to Step 2 of vendor registration.

  6. The next page is Step 2 of 9: Primary Address Information. This is the physical address of the vendor. If your company has multiple site locations, the Primary Address would be the main headquarters.

    The first field is the DBA Name. This field is not required. It defaults to the Vendor Name you entered in Step 1. It should only be changed if your organization has a Doing Business As (DBA) name that is different.

    Just below the DBA name field is the country. The country defaults to United States. It is not an editable field, however, to the right of the country name is a link called Change Country. If the country is not United States, click the Change Country link to select the correct country.

    The next few fields relate to the address of the vendor. These fields are: Address 1; Address 2; Address 3 (only Address 1 is required); City; County; State; and Postal. Complete these fields as necessary for your vendor address.

    Below the State and Postal fields are fields for Telephone and Extension. Only the Telephone field is required. Below these fields is a dropdown list called PO Delivery Mthd. This field identifies how you want to receive Purchase Orders from the State. The two options are Email and Mail. Click the dropdown arrow to select the preferred method. If you select Email as the delivery method, a new field will open to the right of the PO Delivery Mthd field. This new field is for your email address. This field is required if you select Email as the PO Delivery Method.

    The last field is a text box called Comments. This field is not required, but you can use it to enter any additional information related to your Primary Address.

    You have completed Step 2 of 9. There are three buttons at the bottom of this page: Back, Next and Cancel Registration. These three buttons appear at the bottom of each subsequent page as well. Click the Next button to move to Step 3 of vendor registration.

  7. You are on Step 3 of 9: Other Account Addresses. Step 3 allows you to enter a different address if there is one specifically for invoices or for purchase orders and solicitations.

    There are two other account address options, Invoice Address and Order/Solicitation Address. Each is represented by a checkbox. You can check either or both; SWIFT will provide additional fields based on the checkboxes you select. Remember, if your company does not have any other addresses you wish to enter, you can click the Next button at the bottom of the screen to move past this Step and Step 4 and on to Step 5.

    If your company does need to enter additional addresses, click the appropriate checkbox, for either an Invoice Address or an Order/Solicitation Address. Then click the Next button at the bottom of the screen. This will take you to Step 4, where you will enter the additional address details. As a reminder, if you do not click either of the checkboxes on this page, when you click the Next button you will move to Step 5.

  8. Step 4 of 9: Additional Addresses. This page is required if you indicated on Step 3 that you have other account addresses. If you realize now that you do not, you can click the Back button at the bottom of the page to return to Step 3 and deselect any checkboxes. Then click the Next button on the Step 3 page to bypass Step 4 and jump to Step 5.

    The fields on this page are similar to the ones on Step 2, except that there is not a DBA field at the top of this page. The section containing all of the fields is labeled with the type of additional address you are entering, either Invoice Address or Order/Solicitation Address. You have the option at the top to change the default country, United States. The remaining fields are Address 1; Address 2 and Address 3 (optional); City; County; State; Postal; and Comment Text (optional). Enter the additional address details as necessary.

    If you checked both boxes on Step 3, indicating that you have both types of additional address, there will be two identical sections, each labeled with the type of additional address to enter. When you have finished entering all of the additional address details, click the Next button at the bottom of the page to move to Step 5 of vendor registration.

  9. You are now on Step 5 of 9: Contact Information. On this page you enter your contact information as well as Minnesota Tax ID information if any of the addresses you entered were in Minnesota. At the top of the screen is a section labeled MN Tax ID Information. This section will only appear if one of the addresses you entered was a Minnesota address. If none of the addresses you entered is a Minnesota address, this box will not be on this page. Across the top of the section there are three options, indicated by radio buttons. You must select only one. The options are Have MN Tax ID; MN Applied for; and Not Required. Below these options is a field for the MN Tax ID. If you click the Have MN Tax ID radio button, the MN Tax ID field is required.

  10. In the next section, you enter the Contact Information for the vendor. This starts with the required field for Contact's Name. Next is the Contact Type. This field has a lookup option. There are numerous valid values for this field:
    B-Billing Contact
    C-Contract Collaborator
    D-Commercial Paper Contact
    E-External Contact
    G-General
    I-Internal Corporate Contact
    L-Line of Credit Contact
    M-Executive Management
    O-Investment Pool Contact
    P-Accounts Payable
    R-Broker
    S-Sales Contact
    V-Service Contact
    W-Warehousing/Shipping Contact

    Enter or select the correct Contact Type.

    Below the Contact Type is an optional field for the Contact Title.

    The next required field is the Contact Addr. This is a dropdown list that identifies the type of address for the contact. There are two options, General Address and Invoice Address.

    Below the Contact Addr are fields for the Email ID and URL. These fields are optional. You can enter an email address for the contact as well as a website address in the URL field.

    The last section on this step is the Contact Phone Number. There are three fields: Phone Type: Telephone; and Extension (optional). The Phone Type has a lookup option. There are numerous options for the Phone Type:
    BUSN-Business Phone
    CAMP-Campus Phone
    CELL-Cellular Phone
    DORM-Dormitory Phone
    FAX-FAX
    HOME-Home Phone
    MAIN-Main
    OTR-Other
    PGR1-Pager 1
    PGR2-Pager 2
    TELX-Telex

    Enter or select the Phone Type that is most appropriate.

    To the right of the Phone Type field is the Telephone field. Here you can enter the telephone number. To the right of the Telephone field is the Ext field. This is an optional field where you can enter an extension, if necessary.

    You can add additional phone numbers by clicking the Add a New Row at Row 1 button. This button is to the right of the Ext field. You can also press F7. This will open a new row below the row where you clicked the button, or the active row when you pressed F7. Enter or select the Phone Type from the drop down list and then enter the phone number in the Telephone field and the extension in the Ext field.

    If you need to remove a phone number from the list, you can click the Remove Row button at the far right of the row. Make sure you are clicking the button at the right of the row containing the number you wish to remove.

    You have completed Step 5 of vendor registration. Click the Next button to move to Step 6 of vendor registration.
  11. Step 6 of 9: Choose Product Codes. In this step you identify the commodity and service codes that will be a part of your purchasing strategy with the State of Minnesota.

    There is a checkbox at the top of the page called Check here if you do NOT wish to register as a supplier of goods. If you are not a vendor that supplies goods or services to the State then the checkbox should be checked. This will skip the selection of product codes in the following section. For example, if you are an individual and you do not need to bid or be notified of events based on a product code, you may wish to skip these steps. This may also apply if you are in individual registering as a vendor in order to receive reimbursements from the State.

    If you do wish to register as a supplier of goods and services, you need to enter the UNSPSC code. UNSPSC stands for United Nations Standard Products and Services Code. Below the checkbox there are fields called Commodity/Service Descriptions and UNSPSC Code. If you know the code you can skip down to the UNSPSC Code field. If you don't know the code, you can search the commodity and service descriptions to try to find it.

    To search for the code, first enter a search term in the first Commodity/Service Descriptions field, for example, OIL. To the right of the first Commodity/Service Descriptions field is a field called And/Or. To the right of this field is a second Commodity/Service Descriptions field. Initially, the And/Or and additional Commodity/Service Descriptions fields are locked. You can search using a single search term, or press the tab key to open the fields and enter additional search terms.

    After pressing tab, the And/Or field and the second Commodity/Service Descriptions fields will be editable. The And/Or field has a lookup option, however, the only two valid values for the field are And and Or.

    Whichever option you choose, you can then enter a second search term in the second Commodity/Service Descriptions field, for example, GAS.

    Note: You don't have to search by multiple terms. You can just enter a single term in the first Commodity/Service Descriptions field and ignore the And/Or and the second Commodity/Service Descriptions field.

    Below the Commodity/Service Descriptions fields is the UNSPSC Code field. As explained above, if you know the UNSPSC Code you can enter it here and search without entering search terms above.

  12. You are ready to search for Product Codes. Your results will contain all Codes that include both search terms if you selected AND. The results will contain all Codes that include either search term if you selected OR.

    Click the Search button.

  13. All categories that match the search terms, whether you searched just by the code or part of the code, or you used search terms, are included in the results table, called UNSPSC Codes (Search results). If there are too many results to fit in a single table, you will have the option to navigate through the table pages by clicking the Show Next Row and Show Previous Row buttons at the top of the search results grid. You can also click the View All link to expand the table size and show all results. You may also wish to enter different search terms to try to narrow the search and return fewer results. To do this, simply place your cursor in the Commodity/Service Description fields and enter different search terms, then click the Search button again.

    Find the appropriate Category and Description, then click in the selection checkbox to the left of the Category column. You can select multiple categories, if necessary, by clicking the checkbox next to each category you want to select. You can also scroll down within the search results grid to view the rest of the list. Once you have selected all of the necessary categories, you'll need to click the outer vertical scrollbar to display the buttons to add the categories you selected.

    Below the search results grid there are two buttons, Add Selections and Select All. You can click the Select All button to select all categories from the search results grid. When you are ready, click the Add Selections button to add the selected category codes to the Your Codes section, which is below the buttons.

  14. The categories you selected are displayed in a table called Your Codes. The columns in this table are Category, which displays the category code, and Description, which is a text description of the category. You can remove a selection by clicking the Delete Row button at the far right of the row containing the code you wish to delete.

    When you are satisfied with your category selections, click the Next button to move to Step 7 of vendor registration.

  15. Step 7 of 9: Business Information

    Note: Step 7 is not necessary if you are not supplying goods or services. If you clicked the checkbox on Step 6 indicating that you do not wish to register as a supplier of goods or services to the State, the Step 7 page will not be displayed and you will jump directly to Step 8.

    The first required field is the Type of Contractor field. You can enter the value or use the lookup option. The following are valid values for the Type of Contractor field:

    1 = Manufacturer
    2 = Retailer
    3 = Wholesaler
    4 = Service
    5 = Consultant/Prof-Tech Services
    6 = Construction
    7 = Manufacturer Representative
    8 = Distribution/Dealer
    N = Not Assigned
    V = Public Entity
    W = State Agency
    X = Broker
    Y = Non-Profit Organization
    Z = Non-Procurement Vendor

    Enter or select the option that best describes your business.

    The remaining fields on Step 7 are optional. They are: # of Employees; Annual Sales; and NAICS Code. When you are ready, click the Next button to move to Step 8 of vendor registration.
  16. Step 8 of 9: EFT Information

    Step 8 allows you to enter EFT Information if you would like an electronic payment to be made instead of sending a check. If a check is preferred then click the Next button to continue on to Step 9.

    If you do wish to enter EFT information on Step 8, click the EFT/Bank information checkbox to activate additional fields and enter your banking details.

    After clicking the EFT/Bank information checkbox, the page displays a new set of fields related to your checking account details. There is also an image of a bank check to help in locating the different values for these fields. All of the fields and the image are located within a section called EFT Information. The fields are on the left side of the section and the check image is on the right.

    The fields are all required, and include the following:

    Bank Name
    Bank Acct Type - select Checking or Savings from the dropdown list
    Bank Routing Number
    Bank Account Number
    Reenter Bank Account Number - Enter the number again to confirm the account number
    Email Notification Enter the email address where you would like to receive remittance advice. This email address can be different from others you've already entered.

    You have completed Step 8 of 9. Click the Next button to move to Step 9 of vendor registration.

  17. Step 9 of 9: Password Information.
    The final step allows you to enter password information. This password information will be placed on the vendor profile and be used to log into the database in the future.

    Before determining your password, review the following password requirements and restrictions:

    Passwords must be a minimum of 8 characters long.
    Passwords expire every 180 days. A warning is sent out 10 days before the password is due to expire.
    Passwords must have at least 1 number and 1 special character in them. (special characters include !@#$%&)
    Passwords cannot be reused for at least 6 password change cycles.
    Passwords cannot equal the user log in ID.
    Accounts are locked out after 10 failed logins. Note: If you believe you are locked out of the Supplier Portal, please email the MMB vendor payments help desk at efthelpline.mmb@state.mn.us.

    All fields in this step are required. They include:

    Password
    Confirm Password - Reenter the password to make sure it has been entered correctly.
    Send to Email ID - This is the e-mail address that is used to confirm registration. This e-mail address will also be used for password recovery.
    Hint Question - This field has a lookup option that displays the valid hint questions you can choose from. They are: In what city were you born?; Mother Maiden Name; What is your dog's name?; What is your favorite color?. Be sure to pick one you will remember the answer for later.
    Hint Response - This is the answer to your Hint Question selected above. Type in the correct answer.

    You have completed step 9 of 9 of vendor registration. Click the Finish button. After clicking the Finish button at the bottom of the page, SWIFT displays a page with a message reading Vendor Registration Completed.

Congratulations! You have successfully completed the topic, Registration/Vendor Information.

You will be notified via email when your registration details have been accepted by the State.

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