Supplier Management

UT Dallas > Office of Budget and Finance > Employees > Buying Goods & Services > Supplier Management

GO TO SECTION

Vendor Management is responsible for creating, updating and verifying suppliers while adhering to the policies and procedures set forth by the University. Our supplier portal, PaymentWorks, automates the vendor onboarding and update process.

UTD suppliers should refer to Supplier Self-Service for additional information about PaymentWorks.

Search and Identify Supplier

Before submitting a request for a new supplier, you should check on whether the supplier already exists within the system and their current status.

The Supplier Search in eProcurement – Quick Guide outlines how to search for a supplier and interpret the results.

Inactive suppliers

A supplier can be inactive for a number of reasons:

The supplier was Inactivated after 2 years of no activity.
The supplier is on hold with a list that UTD monitors.
- State Hold on Suppliers
  - The State of Texas puts suppliers on hold and it will make the supplier inactive until the vendor resolves their issues with State Comptroller. Texas Government Code 403.055 prohibits a state agency from issuing payment to an individual or business that is indebted to the State of Texas. Once the University is aware the Taxpayer ID Number (TIN) is on “payment hold” status at the State Comptroller’s office, UT Dallas as a state agency is unable to complete the order until the vendor is no longer on hold. The supplier will need to contact the State Comptroller’s Office at 800-531-5441 ext. 34561 for further details on the hold status. When the matter has been resolved, UT Dallas can continue business as usual.
The supplier does not accept purchase orders.
The supplier is determined to not meet processing qualifications or is no longer needed as a vendor.

If the supplier is inactive, please email vendors@utdallas.edu so that we may help determine why the supplier is inactive and advise on the next steps.

Supplier Naming Standards

The formatting of supplier names indicates whether the supplier is an employee, student or external supplier. Non-employees are listed with the first name first and in mixed cases as shown below. Employees are in mixed cases with the last name first. External suppliers are always done in all caps.

Type	Example
Student (non-employee)	John Smith
Supplier (W9, W8BEN, W8BENE)	JOHN SMITH
Employee	Smith, John

Setting Up a New Vendor / Supplier

Below is the procedure for the supplier setup process.

Check within eProcurement to see if the supplier already exists or is currently inactive. 
Check within PaymentWorks for prior onboarding OR requests currently pending completion.
Submit an invitation in PaymentWorks.
- Note: If you have more than one document, they will need to be merged into one. For instructions on how to merge your documents, please refer to the Merge Documents by Combining Files in Acrobat – Quick Guide.
Monitor email communications sent by PaymentWorks to track and facilitate the onboarding process.
Submit a requisition in eProcurement once final supplier ID has been provided by PaymentWorks.
- Please refer to eProcurement Resources for more information on the correct form/requisition to use.

Training Materials

Frequently Asked Questions (FAQS)

Why do existing suppliers need to join PaymentWorks if they are already in our system?

This will allow the existing suppliers to make updates to their information on their own through the PaymentWorks supplier portal. It will also allow them to view invoice information related to payments to that particular supplier.

How will I know when the supplier is connected?

The initiator will receive an email from PaymentWorks titled ‘Payee Onboarding Complete’ when a vendor number has been assigned and the integration process has completed. The initiator will also be able to see the supplier status as complete along with the supplier ID on the onboarding screen as shown below.

I am receiving an error when sending a payee invitation. “An invitation was previously sent to this email address”

PaymentWorks does not allow multiple invitations to be sent to a single email address. A previous invite attempt may have been made to the email address being used.

My supplier did not receive the invite.

Please verify that the payee has checked their spam folder and that the invitation status for the supplier in question shows as ‘Invitation Approved & Sent’. The initiator will also receive an email titled ‘Payee Invitation Approved’ when the invitation is sent to the supplier.

If your payee did not find the invitation in spam and that status does show as ‘Invitation Approved & Sent’, you can resend the invitation. To resend an invitation:

At the bottom of the invitation details screen, click “Resend Invitation” button.

Click the status in the invitation column
At the bottom of the invitation details screen, click “Resend Invitation” button.

I entered the wrong email address on my invitation.

Click on the invitation status.
Click on the ‘Resend Invitation’ button.
Enter the correct email address under ‘Contact E-mail’.
Click on the ‘Send’ button.

If the invitation status is ‘Email Verified – Invitation Received’ or ‘Registration in Progress’, the invitation can no longer be re-sent to the vendor but can be cancelled. Click the ‘Invitation Detail’ tab on the respective supplier and then the ‘Cancel Invitation’ button. Once cancelled, the department can start a new invitation.

I have not received my vendor number (VID).

The supplier ID is noted on the onboarding page once the payee has been approved and sent to PeopleSoft. The initiator will also receive an email titled ‘Payee Onboarding Complete’ that will provide the supplier ID.