Vendor Registration Training

Materials and Resources

The PaymentWorks onboarding tool and vendor portal is straightforward if you have the right materials to guide you along! This page has everything you need to successfully navigate the system. 

 

General

  • Inviting a Vendor
  • 1. Once logged into PaymentWorks, click on the landing page's Vendor Master Updates tile.

    2. Ensure you are in the Onboarding Tracker view.
     
    Ensure you are in the Onboarding Tracker view.

    3. Click the Send Invitation... button located under the Filter Results panel on the left side of the screen.   

    4. Enter the required information and hit Send.

    5. A pop-up confirmation will appear – select Ok to close it. 

     
    NOTE: You can see the invite process demonstrated in the PaymentWorks Onboarding Video.
  • Searching for a Vendor
  • 1. Navigate to the Setup and Manage Supplier page and ensure you are on the Suppliers tab.

    2. Use the panel on the left side of the screen to search for the vendor via their name or vendor number. The results will dynamically update as you enter this information. 

    3. If the Connected column has a green dot, the vendor is registered with PaymentWorks and connected to UCLA. Vendors without a green dot have yet to be invited to PaymentWorks.

    If the Connected column has a green dot, the vendor is registered with PaymentWorks and connected to UCLA. Vendors without a green dot have yet to be invited to PaymentWorks.

     

    If no results are found, the vendor has not been invited to PaymentWorks. 
  • Tracking Onboarding
  • 1. Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.

    2. Find your vendor using the filter options on the left.

    3. The vendor's color-coded Onboarding Tracker shows previous, current, and future onboarding steps. Use the Steps & Statuses and Colors & Icons articles to understand the displayed information and your level of access.

    4. You'll automatically see the vendor's progress in list view; however, you can toggle to the details view by clicking the bottom-right arrow.

     

    You'll automatically see the vendor's progress in list view; however, you can toggle to the details view by clicking the bottom-right arrow.
  • Determining if Vendor Registration is Complete
  • 1. Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.
     
    2. Find your vendor using the filter options on the left.

    3. When the vendor's registration is complete, the Onboarding Tracker will turn green and you will see their Vendor Number under the Onboarding Complete circle. The vendor is now available to use.
      
    When the vendor's registration is complete, the Onboarding Tracker will turn green and you will see their Vendor Number under the Onboarding Complete circle.
  • Updating Payment Method
  • If a vendor wishes to change their payment method, they must:
    1. Navigate to the Connect tab.

    2. Select "University of California, Los Angeles" in the Active Connections box. 

    3. The Registration page will appear. Scroll to the bottom of the page to find the Payment Method section.

    4. Choose the new payment method from the dropdown. 

    5. Click Submit.

     

    Until the new payment method has been officially confirmed by UCLA, the vendor will continue to receive payments via their current payment method. 

 

Troubleshooting & Help

  • Error: Invitation Previously Sent to This Email Address
  • PaymentWorks does not allow multiple invitations to be sent to a single email address. If you did not previously send an invitation, someone else may have.

  • Vendor Did Not Receive an Invite
  • To resend an invite: 

    1. Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.

    2. Find your vendor using the filter options on the left.

    3. Select the hyperlinked text under the first circle or second circle of the vendor's Onboarding Tracker. This will expand your view to the Invitation Detail section. 

    4. Click the Resend Invitation button.

    5. The Resend New Vendor Invitation pop-up window will now open – select Send

    If you see an error stating "This user has already begun the onboarding process," the vendor has claimed the invitation, and you are unable to resend it.
     
    Ensure the vendor checks their Spam and Junk folders for the invitation.
  • Incorrect Email Address Was Entered on Invitation
  • To correct and resend an invite: 

    1. Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.

    2. Find your vendor using the filter options on the left.

    3. Select the hyperlinked text under the first circle or second circle of the vendor's Onboarding Tracker. This will expand your view to the Invitation Detail section.  

    4. Click the Resend Invitation button.

    5. The Resend New Vendor Invitation pop-up window will now open. Enter the correct email address under Contact E-Mail.

    6. Select Send

    If you see an error stating "This user has already begun the onboarding process," the vendor has taken action on the invitation, and you are unable to modify it.

  • Invitation is No Longer Needed
  • If the invitation is no longer needed and the vendor has not already claimed it:

    1. Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.

    2. Find your vendor using the filter options on the left.

    3. Select the hyperlinked text under the first circle or second circle of the vendor's Onboarding Tracker. This will expand your view to the Invitation Detail section. 

    4. Click the Disable Reminders button.

    5. A confirmation screen will appear. Select Ok

    The vendor will no longer receive emails asking them to register. 

  • Vendor Has Not Completed the Forms
  • The vendor will receive emails until the registration is completed or the reminders are cancelled. 

    •  1st Reminder: 3 days 
    •  2nd Reminder: 7 days 
    •  3rd Reminder: 14 days 
    •  4th Reminder: 21 days 
    •  5th Reminder: 28 days 

     
    Reminder email notifications are automatically generated. Do not resend invitations unless the vendor notifies you that they did not receive the initial email.
  • Vendor Number Has Not Been Received
  • The vendor will receive their Vendor Number (also known as their vendor ID or Vendor Control Key (VCK)) once they have been approved and set up in BruinBuy.
    When the vendor's registration is complete, the Onboarding Tracker will turn green and you will see their Vendor Number under the Onboarding Complete circle.
  • Online Help
  • PaymentWorks has both articles and video tutorials to help you learn the system.
     

    ARTICLES

    To access initiator-specific help articles:
    1. Select the Help tab in the top-right corner of your PaymentWorks screen. 
     
    Select the Help tab in the top-right corner of your PaymentWorks screen.

    2. Scroll to the For Initiators help section. 

    VIDEO TUTORIALS

    Video tutorials are found throughout the PaymentWorks portal, and the content directly relates to where you are in the system. For example, to access the PaymentWorks Training Initiator Onboarding Tracker video, you can:
    1. Navigate to the Vendor Master Updates page.

    2. Verify you are in the Onboarding Tracker view.

    3. Select the Video Tutorial button. 

     
    Select the Video Tutorial button.
    Some PaymentWorks articles and video tutorials may not be applicable to UCLA.