Vendor Registration Training

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Vendor Registration Support

Materials and Resources

This page has everything you need to successfully navigate vendor onboarding as well vendor profile updates.

Overview

Easily jump to your section of interest by using the buttons below:

General: UCLA Campus

General: UCLA Vendors

Troubleshooting: UCLA Campus

Troubleshooting: UCLA Vendors

General

Campus

Vendor onboarding is initiated via a requisition or Direct Pay form. Access the How to Initiate Vendor Onboarding in BruinBuy Plus guide for step-by-step submission instructions.

NOTE: Prior to submitting a new onboarding request, verify the vendor is not yet active in BruinBuy Plus. For more information, access the How to Identify Vendor Registration Status in BruinBuy Plus guide.

NOTE: If you are unable to locate a vendor through search, they have not been onboarded.

Vendor onboarding progress is tracked via BruinBuy Plus and PaymentWorks.

BruinBuy Plus

Within BruinBuy Plus, vendors have a Registration Status Icon. Review the How to Identify Vendor Registration Status in BruinBuy Plus guide for instructions on how to locate it. If a vendor does not appear in search results, they are not in the system and need to be onboarded.

Icon Name	Icon Image	Definition
Not Enabled for Procurement		The vendor is no longer active and needs to complete onboarding.
Enabled for Procurement		The vendor is registered with UCLA and ready for shopping!

IMPORTANT: BruinBuy Plus’ Registration Status and In Network designation are NOT indicators of a vendor's UCLA status.

PaymentWorks

Access the How to Track Vendor Onboarding in PaymentWorks guide for instructions. Use the Steps & Statuses and Colors & Icons articles to understand the PaymentWorks onboarding tracker's displayed information.

Vendor registration is complete when the vendor’s PaymentWork’s onboarding status shows Onboarding Complete and the vendor has been successfully linked to the associated BruinBuy Plus requisition or Direct Pay form.

Vendors

PaymentWorks is a system you may already use or have previously used with another customer. While you still need to complete UCLA’s registration, you can do this through your existing PaymentWorks account. Review the How to Complete New Vendor Registrations Using an Existing Account article for details.

To view or update your payment method, follow the instructions in PaymentWorks’ Updating Payment Method article.

NOTE: Until the new payment method has been officially confirmed by UCLA, you will continue to receive payments via your current payment method.

To update your remittance and/or corporate (fulfillment) address, follow the instructions in PaymentWorks’ How to Update the Remittance and/or Corporate Addresses article.

Troubleshooting & Help

Campus

Ensure your vendor checks their Spam and Junk folders for the message. To have the invitation resent, email vendmgmt@finance.ucla.edu.

Vendor Management will contact the submitter if the PaymentWorks invitation cannot be delivered to the listed email address. To report a typo or other email error, contact vendmgmt@finance.ucla.edu.

NOTE: Email address errors are a leading cause of onboarding delays. Always double check your requisition / Direct Pay form entries prior to submission.

If an onboarding request is no longer needed, you can follow one of the below paths:

Contact Vendor Management: Email vendmgmt@finance.ucla.edu.
Withdraw / Internally Reject: If the onboarding request was initiated through a requisition, the submitter can withdraw it from workflow OR have the current workflow owner reject / return it.
Wait for the Request to Become Stale: Requisitions / Direct Pay forms that have been pending registration submission for 90 days are automatically returned to the submitter.

If a vendor does not submit their PaymentWorks registration within 90 days of the invitation send date, the associated requisition / Direct Pay Form will be returned to the submitter in BruinBuy Plus.

Once returned, the campus buyer will need to “re-trigger” the vendor onboarding process by resubmitting the requisition or Direct Pay form.

If the same vendor email is used for the resubmitted requisition or Direct Pay form, the vendor can pick up where they left off in PaymentWorks.
If a new vendor email is used in the resubmitted requisition or Direct Pay form, the vendor will need to start over. The old PW onboarding tracker will remain “frozen”.

Vendors receive a total of nine (9) reminders before a registration is returned for being "stale":

1st Reminder: 1 day
2nd Reminder: 3 days
3rd Reminder: 14 days
4th Reminder: 21 days
5th Reminder: 28 days
6th Reminder: 30 days
7th reminder: 35 days
8th Reminder: 60 days
9th Reminder: 90 days

The vendor will be emailed their vendor number (also known as their vendor ID or Vendor Control Key [VCK]) after they have been approved and connected to BruinBuy Plus.

Once available, the vendor number can be accessed through the vendor’s PaymentWorks onboarding tracker AND BruinBuy Plus Vendor 360 profile.

Head over to the PaymentWorks knowledge library to access PaymentWorks-specific training and help articles.

NOTE: UCLA has its vendor policies and procedures – some PaymentWorks articles may not be applicable to UCLA.

Vendors

If PaymentWorks and/or UCLA identifies one or more errors on your registration, it will be returned to you for corrections. To determine why your registration was returned, follow the steps in the Why Was My Registration Returned? article.

IMPORTANT: You have 90 days from the date the PaymentWorks invitation was sent to you to submit your registration. If you do not submit your registration within that timeframe, your UCLA customer will need to restart the procurement process.

You may lose access to your PaymentWorks account if you:

Forgot your password
Do not have access to the account's associated email address
The individual who owned the account is no longer with your company

To troubleshoot each of these scenarios, follow the instructions in PaymentWorks’ How Do I Recover My PaymentWorks Account? article.

NOTE: If you do not have the multi-factor authentication code required to complete the recovery steps, reference the Lost Recovery Code for Multi-Factor Authentication (MFA) article.

Head over to the PaymentWorks knowledge library to access various PaymentWorks-specific training and help articles.

NOTE: UCLA has its own vendor policies and procedures – some PaymentWorks articles may not be applicable to UCLA.