Palm Beach County, FL

Vendor Self-Service (VSS) System

Activating an Existing Account

User Guide

Your Online Tool for Vendor Self-Service, Registration & More!

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Introduction:

The Palm Beach County (PBC) Vendor Self Service System (VSS) allows you, as

payee/vendor to manage your own account information and view your financial

transactions, including payments.

This VSS training guide provides instructions for activating an existing vendor

account.

The course is presented in two parts:

Part 1: Activating an Existing Account

Part 2: Viewing and Modifying Your On-line Account Information

Your Online Tool for Vendor Self-Service, Registration & More!

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Part 1: In this section of your training, you will learn how to use VSS to:

Activate an Existing Account

Special Note: Please be attentive to special training instructions on Page

8 of this user guide.

Click on the Register button to activate your existing account.

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Click Accept Terms button to accept the agreement or Reject Terms button to reject agreement.

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Click “Next” button to continue or “Back” to return to previous screen.

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Use either of the two (2) fields under Company Search or Individual Search to enter your information. Click on “Search” button to search for an Existing Account.

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If “Results Found” message appears, click on the link next to your name to activate your account and continue process as shown on Page 12. OR, if “Results Found” message appears, and your account is already registered and active; but you don’t have access to the account, click on the link next to your name for “Account Administrator.” (Registered, but can’t access account, review Pages 9-11 for instructions on how to Contact Your Account Administrator.)

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If “Results Found” message appears, and your account is already registered and active; but you don’t have access to the account, click on the link next to your name for “Account Administrator.” (See next page.)

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Click on the “Contact your Administrator” link for information on your Account Administrator. (You must have the Account Password/Tax ID number in order to access the active and existing account. See next page.)

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Click on the “Back” button to exit the Account Administrator page and return to the “Vendor Search” page. Contact your Account Administrator.

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Enter your Tax ID Number in the “Vendor Verification Password” field. Click on “Submit”. (See next page, “My User Information” to continue process for “Activating an Existing Account”.)

Create your account user information by entering information in all required fields indicated by the red asterisk symbol. Click on the “Next” button to continue.

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Existing Vendor should click on the “Submit Registration” button and continue to the “Thank You” page as shown on the next page. (See next page.)

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Existing Vendor should exit the application and log in to VSS with your new User ID and Password you have created. After logging in, go to the page titled “Account Summary“, Part 2 (page 17) of this training material to continue with your VSS training and account activation process.

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Your Online Tool for Vendor Self-Service, Registration & More!

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Part 2: In this section of your training, you will learn how to use VSS to:

View/Modify Account Information

Account Summary

Business Information

Addresses & Contacts

Users

Commodities

View Financial Transactions

Agreements

Checks/EFTs (Electronic File Transfer)

Invoices

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Use the vertical scroll bar on the right side of your screen to review your Account Summary for Announcements, Primary Account Administrator, EFT Information and more. Click on “Business Info” tab.

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Use the vertical scroll bar on the right side of your screen to review your “My Business Information” for Headquarters Info, Organization Info, Legal Name Info, 1099 TIN Info and more. Click on “Addresses & Contacts” tab.

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Use the vertical scroll bar on the right side of your screen to review your Addresses & Contacts for Payment and Ordering. You can also create new or update existing addresses and contacts on this page as well as view pending changes. Click on “Users” tab.

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You can also view your “Account Profile” by clicking on the My Profile link on the left navigation panel on this page. Click on “My Profile”. (See next page.)

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You can use this page to make changes to your account profile. To make changes, click on the “Modify” button or Password Reset button to reset your password. Click on “Commodities” tab.

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Use this page to add or delete commodities that you provide. Click on “Financial Transactions” tab to view financial information for your account.

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The example shown in this screen is a registered vendor logged into VSS and whose User ID is associated with multiple locations. This vendor must click on the “Select” link to access the account he/she wishes to view for Financial Transactions. (See next page.)

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Financial Transactions: Review the “Agreement Summary Search” options displayed in the red box in order to search for, reference or download your information. Click on the drop-down list to see the options for “Agreement Type.” Select your type and click on the “Search” button. (Example: Delivery Order.) (See next page.)

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The example shown in this screen displays search results for Delivery Order agreements. The grid displays information for Type, Department, Agreement ID, Transaction Date, Not to Exceed Amount and more. Select the agreement you wish to view. Choose one of the options: Details, Download, PDF or Reference to see more information on the Delivery Order. (For this example: click on Details.) (See next page.)

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Use the vertical scroll bar on the right side of your screen to view more “details” about your order. (See next page.)

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Additional information displays for Shipping & Billing, Buyer’s Info and Commodity Line Information. You can also use the Ship To: Bill To and Additional Details links to see more information on your order. Click on the “Reference” link to view payment information for your order. (See next page.)

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The Checks/EFTs grid below displays information for: Invoice Number, Invoice Line Number, Invoice Received Date, Check/EFT (Electronic File Transfer) Number, Payment ID, Status, and Amount. You can click on the “Details” link to view more detail and use the Navigation links at the top of the page to navigate back to Agreement Summary, Agreement Information and Agreement References. Click on “Details” to view additional detail. (See next page.)

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Use the vertical scroll bar on the right side of your screen to view more “details” about your Check/EFT Information. (See next page.)

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Click on the “Additional Details” link to view information about your “Payment Allocation by Line” referenced on your order. (See next page.)

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Review the “Line Details” information displayed in the red box shown above. Click on “Back” button to exit the page. (VSS returns to the previous screen.) Click on “Checks/EFTs” tab.

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Use this page to search for Check/EFTs information. You can search by Check/EFT Number, Status, or Date range. Click on the drop-down list for Check/EFT Status. Select “Paid.” Click on “Search” button. (See next page.)

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Select the Check/EFT you wish to view. Click on “Reference” button. (See next page.)

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Click on the “View Details” link to view detailed information related to the Check/EFT. (See next page.)

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Click on vertical scroll bar on the right side of your screen to see more details about the disbursement. (See next page.)

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The “Payment Allocation by Line” section displays information for Department, Invoice Number, Payment and Net Payment Line Amounts. (Reminder: The “Additional Details” link can be used to view information on referenced items and date by Line Detail.) Click on the “Checks/EFTs Summary Search” navigation link at the top of the page.

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You can download the Check/EFT information to an Excel spreadsheet. Click on “Download” button to download and open in Excel. (See next page.)

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The Checks/EFTs detail is downloaded into an Excel spreadsheet. You can use the information in this format for reporting purposes. Exit Excel to return to VSS. Click on “Invoices” tab.

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Use the “Invoice Summary Search” page to search for invoices by Invoice Number, Invoice Amount, Invoice Status, or Agreement ID. You may also use the Invoice From and To date fields to search by range of dates. Click on the drop-down list for Invoice Status. Select Paid. Click on Search button. (See next page.)

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VSS displays search results for all invoices “Paid” from specified date. Select an Invoice. Click on “Details” action button. (See next page.)

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Use this page to view detailed information on the Transaction, Vendor, Discount (when applicable), and Line Information. Click on the vertical scroll bar to view detailed Line Information. (See next page.)

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The “Line Information” section displays the Commodity Line information referenced on the original order. It lists Line Number, Description, Quantity, Unit (of measure), Unit Price, Service From/Service To Date (when applicable), Total Line Amount, Amount Paid, Remaining Balance, and Invoice Tracking.

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Click on the “PDF” link to print the Invoice in PDF format. (See next page.)

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Close the Invoice document screen. (See next page.)

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Click on the “Reference” link to view the Invoice Information page as shown previously. (See next page.)

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To search for more Invoices, click on the “Invoice Summary Search” to return to the Search page and repeat the steps. Click on the Home link at the top of the page to go back to the Home Page or click on Logout to Exit VSS. For this exercise, click on “Home.”

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Congratulations! You have successfully completed your Palm Beach County Vendor Self Service (VSS) system training! If you have any questions, please email: PBCVendor@pbcgov.org.