Penn State purchasing has a page For Suppliers. All the information they need to become a supplier.

FYI….With Penn State’s transition to our new financial system, the Supplier Admin Team is currently experiencing a high volume of emails. For up-to-date Supplier Portal answers about registration, editing contact information, receiving payments, and other general questions go to supplier-support-form.

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Quick over view:

Timeframe of supplier registration:

During Penn State’s transition to a new financial system and the high volume of registration requests, the timeframe for supplier approval is 10 business days.

Supplier registration steps:

1. Supplier submits the Supplier Registration Form. The Supplier Registration Tip Sheet (DOCX) or Guide for Individuals (DOCX) is available to help guide the process.  A few tips:

• It is important for suppliers to fill out all required fields on the form, which are marked with a red asterisk.
• If a required field does not apply to their company, suppliers should enter “0” and not leave the field blank.
• Supplier should take careful note of any error messages returned after they click “Send.”
• If the form is completed and submitted successfully, suppliers will see a confirmation message instead of an error message.

1. Registration is approved after the Supplier Administration Team reviews and verifies the data.
2. Suppliers receive two emails from vendor-reg@psu.edu within 10 business days of registration approval.
   1. The first email includes a temporary URL and user ID.
   2. The second email contains a temporary password. Suppliers have 31 business days before the temporary login expires.
3. Suppliers are prompted to change the temporary ID and password upon login.
4. FI role, that is needed for payment, is extended by Accounting Operations.
5. Job runs overnight to finish procurement set-up process, so supplier can be used for shopping carts and purchase orders.

Emergency:

If you have identified an emergency on getting a supplier set-up which is the result of a sudden or unforeseen situation and with the potential to pose a threat to the safety of personnel or property requiring immediate attention, please use the following steps:

1. Confirm with the supplier that they have submitted the Supplier Registration Form
2. Confirm the supplier received the two emails from vendor-reg@psu.edu
3. If your supplier can answer yes to Steps 1 and 2, please submit the Supplier Support Form requesting that the supplier registration receives immediate attention.
   1. You will need to provide the supplier name, address, and the reason why this is an emergency.
4. If the supplier hasn’t registered, please provide the link and ask that they register https://vportal.simba.psu.edu/supplierregistration?spnego=disabled.

Registration assistance:

The best way for you or your supplier to reach out for assistance is by using the Supplier Support Form.  The form can be used to get help with extending the FI Vendor Role, setting up remit to addresses, and Supplier Portal log in issues (examples include a supplier needing a password reset, User ID information or the set-up emails to be re-sent), etc.

Additional supplier registration resources:

Supplier FAQs

Supplier Self-Service Guide

For more information, please visit the Info for Suppliers tab on the Penn State Purchasing Department website.

Thank you,

SIMBA Team