Vendor Management System Registration Instructions

This is the first screen that will be displayed Step 1. New vendors click on register If you are already registered, enter your login ID and password

Step 2. New vendors will complete the screen entering their Tax ID, company name, country and e-mail address. All asterisked fields are required. Click submit after entering the data.

Step 3. - Register the Company The screen will display 7 tabs for each registration category. The company information entered on the previous screen will automatically populate this screen. Again, all asterisked fields must be completed.

Always click the “Save and Continue Registration” button at the bottom of the screen.

Step 4. – VMS Administrator The VMS Administrator is the person registering the company. Enter all required data fields. The Administrator will establish a password to complete the registration process. You will be required to change the password for security reasons the first time you access the system after the registration process is completed.

Step 5. Verify/Update/Add Addresses The Company Information entered under the first tab, will automatically populate the address field in this screen. You may add another address (e.g. delivery address or address where invoices should be sent) by clicking “add another address”. If additional information does not need to be added, click “Continue Registration” to exit this screen.

Step 6. Enter Terms and Conditions Vendors are not required to complete this screen. Although, vendors can enter their payment and shipping terms and shipping methods here, this information will not be used until there is a fully operable eProcurement System in place. Click “Continue Registration” to skip this screen. Click “Save and Continue Registration” if you entered information.

Step 7. – Self Certification Vendors can acknowledge that they are SBE certified through the Equal Opportunity Department by selecting the Small Business Enterprise Category. Vendors can also self-certify as a Local Small Business Enterprise and an Arizona Small Business Enterprise by acknowledging they meet the standards outlined.

Step 8. – Selecting Commodity /Service Codes Selecting the correct commodity/service codes is very important. Vendors will receive solicitation information based on the NIGP codes selected in this section. You may search for the applicable commodities by entering the NIGP class if known or by key words.

After selecting the keyword (e.g. printing) or NIGP Class, the search will provide all related NIGP codes. Select the codes that best describe your business. You can “Save and Add More” codes or “Save and Continue Registration” by selecting the appropriate button at the bottom of the screen.

Step 9. – Review Vendor Information The final step in the vendor registration process is reviewing the data entered in the system. If you did not enter everything correctly, (e.g. skipped required fields) you will receive an error message. Click on the link in the error message and you will return to the screen where the required data is needed.

The summary screen will list the vendor’s ID number, contact information, selected commodity codes, the dates the codes were added, and any shipping and payment terms. If the information is accurate, click the “Complete Registration” button at the bottom of the screen.

Once the registration process is complete, the VMS will automatically send an e-mail to the vendor notifying them that the account has been activated. The e-mail will also include the vendor’s login ID, password and vendor number. Please keep this information and store it in a secure location.