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SUPPLIER FREQUENTLY ASKED QUESTIONS (FAQs)

REGISTRATION   BIDDING   INVOICE/
PAYMENT
  COSTARS  

SMALL
BUSINESS

 

REGISTRATION

What is the PA Supplier Portal?
The PA Supplier Portal is a website where you can register your company as a Commonwealth of Pennsylvania Supplier and participate in electronic bidding opportunities.

How do I log onto the PA Supplier Portal?
Go to the PA Supplier Portal and select the "Log on" button at top right of the screen. Enter your User ID and Password and select the "Log On" button.

How do I register as a New Supplier?
Please see instructions in the Supplier Registration Guide.

How do I register as an Existing Supplier?
Existing Supplier Registration is located in the PA Supplier Portal. To begin the Existing Supplier Registration process, go here and select the “Existing Supplier Registration” link in the left Detailed Navigation.

How do I determine if I should register as a New Supplier or an Existing Supplier?
You should register as a New Supplier if you do not have a Vendor Number. You should register as an Existing Supplier if you have a Vendor Number that begins with a 1 or 2, but have not registered online to create your user ID and password.
If you are not sure whether you are a new or existing supplier, please contact the Customer Services Call Center at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free) and select option 1. 

How do I register as a foreign Supplier?
Foreign Suppliers completing the Supplier Registration process must update the "Country" field in the Supplier Registration Form and are exempt from providing Employer Identification Numbers or Social Security Numbers.

What is a Vendor Number?
The Vendor Number is a unique six-digit number assigned to a registered Commonwealth Supplier. This is sometimes referred to as a Supplier Number.

How do I find out if I have a Vendor Number?
You will need the assistance of the Customer Services Call Center. Please call the Customer Services Call Center at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free) and select option 1.

If I have a Vendor Number but I am not registered online what do I need to do?
Register as an Existing Supplier on the PA Supplier Portal.

How do I know if I'm registered on-line?
If you are not sure whether you are registered on-line, please call the Customer Services Call Center at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free) and select option 1.

Why do I have to register on-line if I already have a Vendor Number?
Your company may already have a Commonwealth Vendor Number, but my not be registered on the PA Supplier Portal. The benefits of being registered in the Commonwealth’s procurement system are (1) the ability to submit electronic bids, (2) the ability to monitor your invoice status within the payment process and to secure invoice remittance information, and (3) the ability to manage your company’s information, including Users, Banking, Ship-From Addresses, Ordering Addresses and a Remit to Address.

Do I have to register with the Department of State to conduct business with Pennsylvania?
Information on business filing requirements may be found at the Department of State website.

How do I obtain assistance for Supplier Registration?
To obtain assistance for Supplier Registration call the Customer Services Call Center at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free). You may also reference the Supplier Registration Guide.

How do I reset my password in the PA Supplier Portal?
Go here to reset your password.

What is an Administrative User?
Someone authorized to maintain company data and add additional users. Companies may have more than one Administrative User.

What should I do if my company's Administrative User leaves the company and none of the other users have the Administrative Role?
You will need the assistance of the Customer Services Call Center. Please call the Customer Services Call Center at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free) and select option 1.

How do I create additional users (Administrative users and/or Bidders)?
Administrative Users can log on to the PA Supplier Portal to select “Create Additional Users” under Detailed Navigation.

How do I manage/modify data for my company and users?
Administrative Users can log on to the PA Supplier Portal to select the appropriate option under Detailed Navigation.

Will we be automatically placed on a state contract after the registration process?
No. Follow instructions for individual bidding opportunities on PA eMarketplace in order to bid on Commonwealth contracts.

Do I have to be registered to submit a bid?
Yes, Suppliers must be registered and have a valid Vendor Number through the PA Supplier Portal.

What are e-Alerts?
e-Alerts is an email system that notifies potential bidders of bidding opportunities and changes to any posted solicitations. Sign up here.

How do I sign up for e-Alerts?
You can sign up for eAlerts here.

How do I change the legal name of my company?
In order to change the legal name of your company a W-9 Form must be faxed to the Payable Services Center at 717-214-0140. The company's legal name should be included on the W-9 Form. Please include a brief description with reason for changes and your Vendor Number.

How do I obtain a W-9 Form?
The W-9 Form can be found here.

How do I submit a W-9 Form?
Fax the completed W-9 Form to the Payable Services Center at 717-214-0140.
NOTE: Please ensure that your completed form includes your Commonwealth 6 digit Vendor Number (in account number field), and the Legal name and Employer Identification Number (EIN) of your business OR your Name and Social Security Number (SSN).

How do I register as a Small Business or Small Diverse Business?
Visit the Bureau of Small Business Opportunities website to learn more about registering as a Small Business or Small Diverse Business.

What are the system requirements for this website?
The PA Supplier Portal is compatible with Microsoft Internet Explorer 6.0 through 8.0.
NOTE: The Invitation to Qualify (ITQ) website is currently only compatible with Microsoft Internet Explorer 6.0.

How do I know which browser I am using?
Open your Internet Browser and select “Help” from the web browser toolbar. Select “About…” from the dropdown menu. A pop-up box will appear with the browser name and version number.

What is a Remit-to Address?
Payments will be sent to this address, which is commonly referred to as the Invoicing Party Address.

What is ACH?
ACH stands for Automated Clearing House. This is an electronic payment program that replaces payment by check with electronic transfer of funds directly to the Supplier's designated bank account.
NOTE: A list of invoices paid will be sent via US Postal Service.

What is an EIN?
EIN is Employer Identification Number. EIN is interchangeable with both Tax Identification Number (TIN) and Federal Identification Number (FIN).

What is a TIN?
TIN is Tax Identification Number. TIN is interchangeable with both Employer Identification Number (EIN) and Federal Identification Number (FIN).

What is an FIN?
FIN is Federal Identification Number. FIN is interchangeable with both Employer Identification Number (EIN) and Tax Identification Number (TIN).

What is BSBO?
BSBO stands for Bureau of Small Business Opportunities. For more information, visit the Bureau of Small Business Opportunities website.

 

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BIDDING

What is the PA Supplier Portal?
The PA Supplier Portal is a website where you can register your company as a Commonwealth of Pennsylvania Supplier and participate in electronic bidding opportunities.

How do I log onto the PA Supplier Portal?
Go to the PA Supplier Portal and select the "Log on" button at top right of the screen. Enter your User ID and Password and select the "Log On" button.

How do I reset my password in the PA Supplier Portal?
Go here to reset your password.

Why do I have to register on-line if I already have a Vendor Number?
Your company may already have a Commonwealth Vendor Number, but my not be registered on the PA Supplier Portal. The benefits of being registered in the Commonwealth’s procurement system are (1) the ability to submit electronic bids, (2) the ability to monitor your invoice status within the payment process and to secure invoice remittance information, and (3) the ability to manage your company’s information, including Users, Banking, Ship-From Addresses, Ordering Addresses and a Remit to Address.

When are the results of an Invitation for Bid (IFB) available, and where are they located?
Results are posted on PA eMarketplace under Solicitation Tabulations as soon as possible after the bid opening.

Will we be automatically placed on a state contract after the registration process?
No. Follow instructions for individual bidding opportunities on PA eMarketplace in order to bid on Commonwealth contracts.

How do I search for bidding opportunities?
Visit the PA eMarketplace website. For detailed instructions, please reference the Locating and Responding to a Solicitation brochure.

How do I submit an online/electronic bid?
Please see instructions in the Bidding Reference Guide.

How do I attach documents to my online/electronic bid?
Please see instructions in Attaching Documents to your Bid.

Do I have to be registered to submit a bid?
Yes, Suppliers must be registered and have a valid Vendor Number through the PA Supplier Portal.

What are e-Alerts?
e-Alerts is an email system that notifies potential bidders of bidding opportunities and changes to any posted solicitations. Sign up here.

How do I sign up for e-Alerts?
You can sign up for eAlerts here.

How do I submit my bid if the "Submit" button is grayed out/inactive?
You must check your bid by selecting the “Check” button toward the top of the screen; then and only then will the “Submit” button become available.

What is a Vendor Number?
The Vendor Number is a unique six-digit number assigned to a registered Commonwealth Supplier. This is sometimes referred to as a Supplier Number.
 

How do I locate my Vendor Number?
Companies that are registered in the PA Supplier Portal can view the Vendor Number by accessing "Manage Bank Data & Product Categories" on the PA Supplier Portal. The Vendor Number will be labeled "Business Partner Data."

What is PA eMarketplace?
The Department of General Services' online eMarketplace was developed to provide Commonwealth Executive Agencies with one place to publicly post bid advertisements, all solicitation documents, bid tabulations and bid awards. Its main function is to provide transparency into the goods and services the Commonwealth is bidding. For the convenience of Executive Agencies and the public, statewide contracts executed by the Department of General Services' Bureau of Procurement on behalf of all Executive Agencies are also posted to eMarketplace
.

 

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INVOICE/PAYMENT

How do I check on the status of an invoice?
Visit the Vendor Services page of the Office of the Budget website.

What is a Remit-to Address?
Payments will be sent to this address, which is commonly referred to as the Invoicing Party Address.

 

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COSTARS

What is COSTARS?
COSTARS is the Commonwealth of Pennsylvania's cooperative purchasing program administered by the Department of General Services (DGS) Bureau of Procurement. The COSTARS program provides registered local public procurement units as well as state-affiliated entities (together "members") and Suppliers a tool to find and do business with each other effectively through the use of a contract established by DGS. For information or questions about the COSTARS program, visit the COSTARS website.

 

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SMALL BUSINESS

How do I log onto the PA Supplier Portal?
Go to the PA Supplier Portal and select the "Log on" button at top right of the screen. Enter your User ID and Password and select the "Log On" button.

How do I register as a Small Business or Small Diverse Business?
Visit the Bureau of Small Business Opportunities website to learn more about registering as a Small Business or Small Diverse Business.

How do I obtain additional information about Bureau of Small Business Opportunities (BSBO)?
Visit the Bureau of Small Business Opportunities website.

What is BSBO?
BSBO stands for Bureau of Small Business Opportunities. For more information, go here.

 

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