Vendor Access provides vendors with cloud-based access to information stored in your organization’s Tyler ERP solution. The information may be drawn from various ERP modules, such as accounts payable, purchasing, contracts, bids, and enterprise assets.
Using Vendor Access, vendors can enter and maintain their contact and remittance information, discount and payment terms, required documentation, and the commodity codes that represent the goods and services the vendor can provide.
Vendors who access your organization’s Vendor Access application must create a Tyler Identity log-in account. The log-in account requires an active email address and a password.
When accessing Vendor Access, the application presents the Community Access sign-in screen with options to associate an existing log-in from Google®, Apple®, Microsoft®, or Facebook® with the Tyler Identity account. Or, users can create a new account by clicking the Sign Up link at the bottom of the screen. The Help link on this screen also provides detailed steps for password management, including setting up multi-factor authentication.
For first-time users, clicking the Sign Up link at the bottom of the sign-in screen presents the Create an Account dialog box.
Enter a valid email address, create a password, enter the first and last name, and click Sign Up to create the Tyler Identity account. The application sends a confirmation email to the email address entered.
Once the user receives the email and clicks the Verify Email link, Vendor Access presents the User Profile page. Using this page, users can complete their profile information, connect accounts, establish payment methods, and set notification preferences.
For existing users, enter the registered email address and password and click the Sign In button to access the home page.
If a user forgets their assigned password, clicking the Forgot Password? link on the Sign-in screen provides the steps to reset the password. The Help link on the Sign-In screen also provides detailed password retrieval instructions.
If a user's account is locked, clicking the Unlock Account? link on the Sign-in screen provides the steps to unlock the account.
When you log in to Vendor Access for the first time, the Welcome to Vendor Access screen provides options to establish a link to an existing vendor record from your organization's ERP solution, register or create a new vendor record, or view all bids. Once a vendor profile is established, this screen is bypassed and users are taken directly to the home page.
The options available on this screen are as follows:
- Link to an existing vendor—This option associates the currently logged in user with an existing vendor account that has been established with the integrated Tyler product, such as Enterprise ERP. The vendor number and the federal identifier (FID), such as a Social Security number or Taxpayer Identification Number, are required to verify the account. See Linking to an Existing Vendor for more information.
- Register/create a new vendor—This option creates a new vendor profile. It is used when the vendor does not have an existing vendor account in the integrated Tyler product. The user must complete the steps to establish the vendor profile, such as providing the business name, location, contacts, and payment information. Depending on the integrating Tyler product's configuration, users at your organization may need to approve the vendor's account information before the vendor can use Vendor Access to submit invoices, bid proposals, and so on. For more details, see Registering/Creating a New Vendor.
- View all bids—This option is available to all logged-in users, whether they are registered vendors or not. The screen provides a list of all public bids with additional details available for users to review bid information such as due dates, events, addenda, and evaluation questions. Refer to the Bids section for more information.
Additionally, this screen includes the App Launcher, Resources, and User Information/Sign In buttons in the banner. These options are found on all Vendor Access screens.
- App Launcher—If your organization uses multiple Tyler products, this button provides a menu of options to access them.
- Resources—This button provides access to useful links and documents your organization has added for vendors.
- User Information/Sign In—Clicking this button provides the name and email address of the user who is currently logged in through Tyler Identity, as well as an option to sign out. If you sign out, the button changes to a Sign In option and you must enter a valid Tyler Identity user name and password to sign in again.
If the logged-in vendor has an existing record in the Tyler ERP solution database, Vendor Access provides the Link Account option to establish the connection.
- Click Link Account to associate the user who is currently logged in with an existing vendor record.
- Enter the vendor number (as established in the ERP solution) and the vendor's federal identifier (FID) or Social Security number (SSN) to search for the existing vendor record.
The Request Your Vendor Number link provides the contact details for the person at your organization who handles these requests.
- Click Find Vendor.
The application searches and retrieves the vendor information stored on the vendor record in the integrating Tyler product.
- If this is the correct vendor, click Next. If not, click That's Not Me to return to the previous screen to re-enter the vendor information and correct any errors.
The application provides the name and email address of the logged-in user.
- Enter at least one phone number to use for this email address and then click Finish. The Finish button is not available until the required fields are completed.
The application saves the information and links the vendor account to the logged-in user.
- Click Go to Vendor Access to open the home page. Invoices, purchase orders, and other such data that are associated with the existing vendor from the integrating system are now linked and searchable through Vendor Access.
It is important to note that the fields and options that are available on these screens vary depending on your organization’s settings. Some options that are shown in these examples may not apply to your specific setup.
To register a new vendor:
- On the Welcome screen after you log in to Vendor Access, click Register to create a profile for a new vendor.
The program provides step 1 of the Vendor Registration screen with fields to define the name of the business and the vendor's federal identification number (FID) or Social Security number (SSN). All fields marked with a red asterisk (*) are required.
Note: Clicking Cancel at any point during the registration process exits the registration screens and removes all of the entered information.
- Complete the fields and click Next to continue to step 2 of the registration process to define the location details, referring to the following table for information.
Vendor Information
Vendor Type: Indicates the type of vendor, such as payroll vendor, employee, or equipment vendor
Doing Business As: Specifies the vendor's Doing Business As (DBA) name
Vendor Email: Identifies the vendor's email address
Website: Indicates the vendor's website address
Address Information
Address City State Zip Code: Indicates the vendor's mailing address, including the city, state, and zip code
Bank Information
Click Update My Bank Account to add vendor banking information, if applicable. The bank code and account information must exist in the ERP system. Vendor Access verifies the entered information matches the existing bank account information in the ERP system.
3. After completing the fields, click Next to proceed to step 3 to specify any applicable minority business enterprise (MBE) classifications and payment terms.
- If the payment terms are known, complete the fields, referring to the following table for specific field details.
- If the payment terms are not known at this time, click Next to skip this step and proceed to step 4.
Minority Business Enterprise: These options vary depending on your organization's setup.
Do any of the following MBE classifications apply to your business?
Applies
Description
Certifications
Actions: If MBE classifications are enabled, this provides the available MBE classifications with options to select any that apply. Once selected, an Add (+) option is available to add a certificate that includes the following fields: Agency, Issue date, Expiration date, Notes.
Payment Terms: Do you have any payment discounts?
Discount percent: sets the discount percentage offered by the vendor if the invoice is paid within the Days to Discount timeframe.
Days to Discount: Contains the number of days within which the invoice must be paid to qualify for the vendor discount.
Days to Net: Holds the number of days allowed form the invoice date to pay the full invoice.
Which delivery methods do you accept?
Accounts Payable: provides options to select one or more accepted delivery methods for accounts payable: printed (vendor accepts printed delivery), fax (delivery by fax), email (delivery by email).
Purchasing: Provides options to select one or more accepted delivery methods for purchasing: printed, fax, email.
4. Click Next to proceed to step 4 to define the contacts.
Full Name: indicates the full name of the person registering as a vendor. The app automatically completes this information based on the email address you provided when logging in. For example, if you logged in through Google, the full name associated with your Google account is provided in this field.
Type: Specifies the type of contact: general contacts, accounts payable contacts, purchasing contacts
Phone: Establishes the phone number of the contact and is required.
Mobile phone: If different from the phone number entered in the Phone field.
Email: The app automatically completes this information based on the email address you provided when logging in.
Comments: Provides a text box to enter any comments associated with the contact information. For example. the contact's job role or preferred contact method.
5. Click Next to proceed to step 5 to provide any relevant documents, if applicable.
6. Click Next to proceed to the final step to review the entered information.
7. Review the information and click Submit to complete the registration. To make changes, either click the step or click the Edit option beside the step heading to return to that step to update the information. Click Review to return to the final step.
8. Once the vendor registration is submitted, the program provides a confirmation message. Click I'm Done to continue to the Vendor Access home page.
Once a vendor profile is established, the Vendor Access home page serves as the primary landing page when users log in to Vendor Access. It provides the vendor’s profile information and access to other options, such as Bids, Commodities, Purchase Orders, Invoices, Checks, 1099 Forms, Contracts, and Work Orders.
This screen also provides any announcements, if applicable.
The bottom of the home page provides overview information about the records that are associated with the vendor. These are informational only. To access the records, use the navigation menu.
The bottom of the home page provides overview information about the records that are associated with the vendor. These are informational only. To access the records, use the navigation menu.
Clicking the Menu button at the top of the page hides or displays the navigation menu.
The Vendor Profile provides essential information about the vendor, including associated locations, contacts, payment terms, and attachments.
In addition to selecting Vendor Profile in the navigation menu, the Update Profile option on the home page provides access to the Vendor Profile page.
Locations
The Locations tab provides information for a selected location associated with the vendor, including the remit address, contact names and phone numbers, and accepted delivery and payment methods.
The Add and Edit options in each group allow vendors to maintain the information.
To view or maintain a different location, click the Location list and select the location. The screen refreshes to show the information for the selected location.
To add a new location, click Add, complete the fields to define the location, and click Save.
Click Update My Bank Account to add or change bank account information.
The View option allows you to show or hide bank account information for privacy and security.
Contacts
The Contacts group provides a list of contacts associated with the selected location. If no contacts exist, use the Add option to enter a new contact.
Clicking the More button displays a list of available actions for each contact record.
The Edit Contact and View Details options provide information about the selected contact. The Edit Contact window provides access to the fields to update the information whereas the View Contact window is informational only.
The Opt-In Text Messaging option allows users to receive text messages.
Attachments
The Attachments tab displays a list of attachment types your organization has established for vendors in your Tyler ERP solution. Attachments may be required or optional.
Clicking the Upload button provides the Add Document dialog box for selecting the file to attach from the workstation.
The selected attachment is added to the vendor profile.
To delete an attachment, click the arrow in the Actions column to expand the group, and then click Delete.
Clicking Commodities on the navigation menu displays the Commodities page with panels showing all of the available commodity codes in the system on the left and the commodity codes that are associated with the selected vendor on the right. The vendor's associated commodities determine which categories of goods and services the vendor can provide when bid opportunities arise in your organization's Tyler ERP solution.
The Filter options are available in each group to enter criteria to narrow the number of results.
Adding a Commodity Code
Commodity codes that exist in the integrating system can be added to individual vendors. To add a commodity code to the selected vendor, search for the needed code and select it from the Commodities group.
The screen refreshes to add the selected commodity code to the Your Commodities group, updating the number of results accordingly.
Deleting a Commodity Code
Deleting a commodity code removes it from the selected vendor record only. It does not remove the code from the system.
- From the Your Commodities group, locate the commodity code to remove and select the Delete option.
The application provides a confirmation message.
- Click Confirm Delete to continue.
The screen refreshes to remove the code from the Your Commodities group.
Purchase Orders provides a list of purchase orders issued to the vendor from your organization.
The Last 7 Days and Last 30 Days filters allow vendors to quickly view the purchase orders that have been issued in the past week and past month. Filters can also be applied by purchase order number, description, open amount, total amount, or status.
Clicking the arrow for a purchase order provides additional details.
Clicking Submit Invoice provides a screen with fields to enter the invoice number to submit in reference to the selected purchase order, as well as line-item liquidation options. The Liquidate All option completely liquidates the purchase order.
Click Submit to finish submitting the invoice to the organization. Click Back to return to the previous screen of purchase order details. Click Cancel to return to the home page.
Clicking Invoices provides the vendor's submitted invoices.
Clicking Checks displays a list of the checks that have been issued to the vendor, including EFTs, manual checks, printed checks, voided checks, and stale checks.
The checks can be filtered by the last 7 days or the last 30 days. Clicking the Filter option provides additional fields to apply specific filter criteria to the results, such as a check number, date, or amount.
Clicking the arrow for an individual check provides additional information, such as the invoice associated with the check. Select the invoice to view the full invoice details.
Form 1099 provides the vendor's 1099 data by year.
Clicking the 1099 option provides the vendor’s 1099 form for that year.