Manage Vendors

The Vendor Management (VM) solution provides an easy way to register, approve, reject, view, and manage vendors in the system. In VM, you can see a list of your vendors by going to the Vendors menu in the navigation pane. Here, you can see and manage your registered vendors as well as register new vendors. Learn how to view, manage, and register vendors directly from the Vendors page.

Register vendors in Vendor Management

In the Vendor Management (VM) solution, vendors who register can only view opportunities and submit proposals.

To register a vendor:

1. Go to Vendors in the navigation pane.
2. From the Vendors page, click + REGISTER VENDOR.

3. Enter the following fields in the Profile section:

   

   • Vendor Legal Name: The legal name of the vendor.
   • Unique Entity ID (UEI): The Unique Entity ID, a 12-character alphanumeric identifier assigned to an entity by SAM.gov.

   • CAGE: The Commercial And Government Entity, a five-character identifier used to identify vendors.

     • Note: The UEI and CAGE fields apply for Federal vendors only.
   • TIN: The Tax ID Number of the vendor.

   • FEIN: The Federal Employer Identification Number of the vendor.

     • Note: The TIN and FEIN fields apply for State and Local Government vendors only.
   • Primary Contact First and Last Name: The first and last name of the primary point of contact. Only alphabets are accepted in these fields.
   • Email: The email address of the vendor admin user.
   • Mobile Number: The mobile number of the vendor admin user.
   • Office Number: The office number of the vendor.
4. Click NEXT.

5. Fill in the following fields in the Business Information section:

   

   • Doing Business As (Optional): A trade or business name, if the vendor does not operate under their registered company name.
   • Web Address (Optional): The vendor's website address.
   • Address Line 1 and 2 (Optional): The physical address of the vendor.
   • City (Optional): The city where the vendor office is located.
   • Country (Optional): The country where the vendor office is located.

   • County (Optional): The county where the vendor office is located.

     • Note: The County field applies only to State and Local Government vendors in the United States.
   • State (Optional): The state where the vendor office is located.
   • Zip Code or Postal Code (Optional): The zip code or postal code where the vendor office is located.
   • Zip Code Extension: The zip code extension where the vendor office is located.

6. Click NEXT.

   • Note: The NEXT button displays only when the questionnaire toggle is enabled in the Vendor Management Settings.

7. Fill in the answers for the questions in the Questionnaire section.

   • Note: The Questionnaire section displays only when the questionnaire toggle is enabled in the Vendor Management Settings.

8. Click REGISTER.

   

The Questionnaire section in the registration form displays only when vendor registrations require approval. If the registration does not require approval, submitting the form triggers an automated email containing an access link. Vendors use this link to sign in to Vendor Management and view opportunities. After signing in, vendor administrators can create additional user accounts for their employees.

View vendors in Vendor Management

On the Vendors page in Vendor Management solution, you can see a list of all of your registered vendors. If the State and Local Government (SLG) toggle is disabled, then the vendors list displays their Name, Vendor Groups, SBA Certifications, Exclusions, System Status, SAM.gov Status, and SAM.gov Expiration Date. If the SLG toggle is enabled, then the vendor list displays their Name, TIN, FEIN, VIN, Vendor Groups, Status, and Expiration Date. To see more details, click the vendor to drill down to the vendor profile summary view. The summary view has three tabs: Summary, Users, and Opportunities.

When the Questionnaire toggle is enabled in VM Settings, on the Vendors page, you can see three tabs: Approved, Pending Decision, and Rejected.

The Approved tab displays a list of all vendors whose registration is approved. To see more details, click a vendor to drill down to the vendor profile summary view.

The Pending Decision tab displays a list of all vendors whose registration is pending. The list displays vendor details such as Name, Primary Contact, Address, and Submitted On. You can submit your decision on the vendors' registration. You must be a member of the AS VM Submit Vendor Decision Access security group to submit a decision about vendor registrations.

The Rejected tab displays a list of all vendors with rejected registrations. The list displays vendor details such as Name, Reason, Primary Contact, Address, and Rejected On. You can view the questionnaire responses provided by the rejected vendors.

Vendor profile summary in Vendor Management

The Summary tab includes all vendor information that was entered during registration.

• Status: Information about the vendor's profile status.
• Active Opportunities and Opportunities Due in 2 weeks: Key performance indicators of the vendor.
• Vendor Groups: The vendor groups in which the vendor is included. The vendor groups are visible to the contracting team only.
• Addresses: Information about the vendor's physical and mailing addresses.
• Financial Information: Financial information about the vendor such as Mode of Payment, Remittance Name, and Remittance Address.

• Business Information: Important information about the vendor, such as Doing Business As, Unique Entity Identifier (UEI), CAGE numbers, or TIN and FEIN numbers. It also displays the Organization Division Name, Organization Division Number, Organization Division Website, Company Fiscal Year End, No of Employees, Annual Revenue, Organization Start Date, Congressional District, and State/Country of Incorporation.

  • Note: The UEI and CAGE numbers apply for Federal vendors only. The TIN and FEIN numbers apply for State and Local Government vendors only.
• Entity Types: Information about the vendor's business entity such as Entity Structure, Entity Type, Organization Structure, and Profit Structure.

• Classifications: Information about vendor's business such as, Business Type, PSC Codes, NAICS Codes, and NIGP Codes.

  • Note: The PSC codes apply for Federal vendors only. The NIGP codes apply for State and Local Government vendors only.
• Point of Contact: Primary and secondary contact information about the vendor, such as name, email, mobile number, and office number.

For all approved vendors you can see the questionnaire in their profiles:

• Questionnaire tab - You can see the questionnaire and the vendor's responses provided during registration.

Vendor users in vendor profile

The Users tab displays a list of all users under the vendor. You can search for users and filter by user type and status.

From the list you can see the following information for each user:

• First Name and Last Name.
• Email address.
• User type: The user type options are administrator or Point of Contact (POC), which is determined when the user is created.
• Status: The options for status are active or inactive.

Add additional users to vendor profile

To add a new user to a vendor profile:

1. Select the Users tab and click PlusCREATE USER.

2. Enter the following information:

   • First Name
   • Last Name
   • Email
   • User Type
3. Click CREATE.

The user receives an email with sign in instructions.

Vendor opportunities in Vendor Management

The Opportunities tab displays a list of all the opportunities for which the vendor showed interest, submitted a proposal, or was asked to resubmit. You can see the following details about each opportunity:

• Opportunity: The ID and title of the opportunity.
• Opportunity Status: The options for opportunity status are active or closed.
• Type: The type of opportunity. The options for type are Sources Sought, Presolicitation, Combined Synopsis, Solicitation, Award Notice, Sale of Surplus, Intent to Bundle Requirements, Justification, Special Notice, or Other.
• Response Due: The due date for the opportunity proposal.

You can filter by Opportunity Status, Type, and Response Due to focus on what you are looking for.

Click the opportunity name to drill through and learn more about that specific opportunity.

Decide on vendor registration in Vendor Management

After vendors submit the registration form, you can submit your decision about their registration in the Vendor Management solution. You can approve, reject, or request additional information.

You must be a member of the AS VM Submit Vendor Decision Access security group to submit a decision about vendor registrations.

To submit your decision on vendor registration:

1. From the Vendors page, click the Pending Decision tab.

2. Click Submit Decision for the vendor whose registration you want to submit a decision.

   

   • Note: When additional information is already requested from the vendor, the Information Requested message appears near the Submit Decision link. You need not submit another decision until the vendor provides the requested information.

   1. From the Submit Decision page, review the vendor details in the Profile Details and Questions Answered sections.

      

   2. Perform any of the following actions:

      • To approve the vendor's registration, click Approve.

      • To request additional information from the vendor:

        1. Click Request additional information.
        2. Specify the information you need in Comments.

      • To reject the vendor's registration:

        1. Click Reject.
        2. Select a Reason.
        3. Enter your Comments.

   3. Click SUBMIT DECISION.

3. Click BACK TO VENDOR LIST to return to the Vendor List page.

View rejected vendors in Vendor Management

In Vendor Management, you can view all the vendors whose registration is rejected by your contracting agency.

To view rejected vendors and their responses to the questionnaire:

1. From the Vendors page, click the Rejected tab.

2. Use the search feature to find vendors and filter by rejection reason and rejected date range. The list displays details of the rejected vendors, including their name, reason for rejection, primary contact, address, date and time of rejection, and the contracting personnel who made the decision.

3. Click Vertical Ellipsis icon and click View Questions.

   

   1. From the View Questions popup, view the questionnaire responses provided by the rejected vendor.
   2. Click CLOSE to return to the rejected vendors list.

Edit vendors in Vendor Management

In Vendor Management, you can update an approved vendor's profile if any details change after the vendor's registration.

To update the vendor profile information:

1. Go to Vendors in the navigation pane.
2. From the Vendors page, click the vendor name that you want to update.

3. In the Summary tab, click UPDATE.

   

4. From the Update Vendor dialog, in the Details section, enter or update Name, Doing Business As, SAM.gov Expiration Date, Physical Address, and Mailing Address fields as necessary.

   • Note: After completing the vendor registration process, you can no longer edit the vendor's unique identifiers, such as UEI, CAGE, TIN, or FEIN. The SAM.gov Expiration Date apply for Federal vendors only.
5. Click NEXT.
6. In the Business Information section, enter or update the vendor's organization information and entity types in the respective fields as necessary.
7. Click NEXT.

8. In the Classifications section, select or update the vendor's Business Type, NAICS Codes, PSC Codes, or NIGP Codes.

   • To add another business type, click Add Business Type and select the Business Type.
   • To add another NAICS Code, click Add NAICS Code and select the NAICS Codes.
   • To add another PSC Code, click Add PSC Code and select the PSC Codes.

   • To add another NIGP Code, click Add NIGP Code and select the NIGP Codes.

     • Note: The PSC codes apply for Federal vendors only. The NIGP codes apply for State and Local Government vendors only.
9. In the Financial Information section, enter or update the vendor's Remittance Name, Accepted Modes of Payment, and Remittance Address in the respective fields as necessary.
10. Click NEXT.

11. In the Contacts section:

    • To change the information of existing contacts, update the vendor's Contact Type, First Name, Last Name, Email, and Phone Number fields for each contact as necessary.
    • To create a new contact, click Create Contact and enter the necessary information in the respective fields.
    • To remove a contact, click Blue X icon.
12. Click UPDATE to confirm.

View groups included for the vendor

To view the groups in which the vendor is included:

1. Go to Vendors in the navigation pane.
2. From the Vendors page, click the vendor name that you want to view.
3. In the Summary tab, view groups in the Vendor Groups section.
4. To view the group details, click a group name.

5. To view all the vendor groups, click View All.

   1. In the View Vendor Groups dialog, view all the groups in which the vendor is included along with the groups' status.
   2. Click CLOSE to return to the vendor summary view.

You can include the vendor in any existing or new vendor groups. See Create a new group for more information.

Feedback