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- How do I log onto the PA Supplier Portal?
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To log onto the PA Supplier Portal, go to http://www.pasupplierportal.state.pa.us and select the "Supplier Logon" button at top left of the screen. Enter your logon ID and password select the "Login" button. |
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- How do I create an account?
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A company account is created by completing the 3 Phases of either the New Supplier Registration Process or the Existing Supplier Registration Process within the PA Supplier Portal. After completing the 3 Phase Registration process, an Administrative User has the authority to enter and edit company data within the company account (e.g., additional user profiles, company addresses, bank data). To obtain instructions and information relating to the 3 Phases of the Registration Process select the "Supplier Service Center" located on the left navigation bar of the DGS Supplier Service Center website. |
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- How do I determine if I am a New Supplier or an Existing Supplier?
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If your company has not registered online and does not have a 6 digit Vendor Number that was previously assigned by the Commonwealth, you are a New Supplier.
If your company has not registered online but has a 6 digit Vendor Number that was previously assigned by the Commonwealth, you are an Existing Supplier. |
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- Why do I have to register online if I am already registered?
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If you have already registered with the Commonwealth, what you are actually doing is validating the information we have on file for your company. By validating the information, you will then be given access to the new technology, providing web-based access to updating company data and respond to bidding opportunities. |
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- What is a Vendor Number?
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The Vendor Number is a unique six-digit number assigned after registering as a Commonwealth Supplier. The Vendor Number does not indicate the completion of online Supplier Registration. |
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- How do I obtain my Vendor Number?
| Companies that are registered in the PA Supplier Portal can view the Vendor Number by an Administrative User Logging On to the PA Supplier Portal and then selecting "Manage Bank Data & Product Categories" from the left navigation bar. The Vendor Number will appear, labeled as "Business Partner Data". Please record this number for future reference.
Companies that have not updated their information in the PA Supplier Portal and need the Vendor Number to complete the Existing Supplier Registration Form must contact the Customer Services Call Center at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free).
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- How do I register as an Existing Supplier?
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To view the Existing Supplier Registration Reference Guide, select "Existing Supplier Registration" and select "Phase 1 - Helpful Tools" located on the left navigation bar. Download the Existing Supplier Registration Reference Guide by selecting the appropriate link.
To begin the registration process, select "Existing Supplier Registration" and select "Begin Existing Supplier Registration" located on the left navigation bar. |
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- What information do I need to register as an Existing Supplier?
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On the left navigation bar, select "Existing Supplier Registration" and select "Phase 1 - Helpful Tools". On this page you will find the information that is required to begin the registration process, as well as a downloadable checklist. |
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- How do I register as a New Supplier?
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To view the New Supplier Registration Reference Guide, select "New Supplier Registration" and select "Phase 1 - Helpful Tools" located on the left navigation bar. Download the New Supplier Registration Reference Guide by selecting the appropriate link. To begin the registration process, select on "New Supplier Registration" and select "Begin New Supplier Registration" located on the left navigation bar. |
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- What information do I need to register as a New Supplier?
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On the left navigation bar, select "New Supplier Registration" and select "Phase 1 - Helpful Tools". On this page you will find the information that is required to begin the registration process, as well as a downloadable checklist. |
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- How do I register my multiple branch company?
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If your company has multiple branches and all are under one Federal Identification Number (FID), then you will register with the main branch and add different ordering addresses. An Administrative User can add individual branches by selecting "Manage User Data" on the left navigation bar of the PA Supplier Portal, then selecting "Manage Supplier Addresses". |
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- How do I register as a Foreign Supplier?
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Foreign Suppliers completing the Existing Supplier Registration process must update the "Country" field in the Existing Supplier Registration Form and are exempt from providing Employer Identification Numbers or Social Security Numbers.
Foreign Suppliers completing the New Supplier Registration process must obtain assistance by calling 877-435-7363 and selecting 1 from the prompt menu. |
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- What are the Password requirements?
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The password must contain a minimum of 7 characters, including: 1 Special Character (pressing shift and a number key simultaneously, e.g. %, ^, &), 1 Uppercase Letter, 1 Lowercase Letter, and 1 Number. |
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- How do I reset my Password?
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- How do I create Additional Users (Administrative Users or Bidders)?
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On the left navigation bar of the PA Supplier Portal, select on select "Create Additional Users".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
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- How do I search for and/or modify data for various users?
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On the left navigation bar of the PA Supplier Portal, select "Manage User Data.
NOTE: You must first be logged on to the PA Supplier Portal as an Administrative User to utilize this link. |
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- How do I, the Administrative User, modify my data?
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On the left navigation bar of the PA Supplier Portal, select "Manage My Data".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
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- How do I modify my company's data?
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On the left navigation bar of the PA Supplier Portal, select "Manage Company Data".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
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- How do I modify my company's addresses?
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On the left navigation bar of the PA Supplier Portal, select "Manage Supplier Addresses".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
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- What is a Remit-to Address?
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Payments will be sent to this address, which is commonly referred to as the Invoicing Party Address.
NOTE: You may have only ONE Remit-to Address. |
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- Why is my company limited to only one Remit-to Address?
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One Remit-to Address is the limit due to system constraints. |
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- What is ACH?
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The electronic payment program replaces payment by check with electronic transfer of funds directly to the supplier's designated bank account. The electronic payment program enables the Commonwealth of Pennsylvania to process payments electronically via the Automated Clearinghouse (ACH), an electronic network for financial transactions.
This electronic payment program eliminates the time associated with processing, mailing, handling and depositing the checks, eliminates the risk of lost or stolen checks, simultaneously promoting accuracy, reliability and security. The electronic transfer of funds enables the supplier to have immediate access to the funds.
To participate in ACH, Administrative Users must Log On to the PA Supplier Portal, and then select "Manage Bank Data & Product Categories" from the left navigation bar. |
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- How do I enter my company's bank data?
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On the left navigation bar of the PA Supplier Portal, select "Manage Bank Data & Product Categories".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
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- What is EFT?
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EFT is Electronic Funds Transfer. EFT is interchangeable with Automated Clearinghouse (ACH). |
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- How do I enter my company's product categories?
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On the left navigation bar of the PA Supplier Portal, select "Manage Bank Data & Product Categories".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User to utilize this link. |
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- What should I do if my company's Administrative User leaves the company and no other employees have the Administrative User 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). |
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- Will we be automatically placed on state contract after registration process?
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No. Follow instructions for individual bidding opportunities on PA eMarketplace in order to bid on Commonwealth contracts. To visit PA eMarketplace select the "PA eMarketplace" link on the left navigation bar of DGS Supplier Service Center. |
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- How do I search for bidding opportunities?
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Visit the PA eMarketplace and select "Solicitations" from the options menu on the left side of the screen. Search for a solicitation and follow the instructions identified within the selected solicitation. If you are directed to the PA Supplier Portal, document the solicitation number to aide your search in the PA Supplier Portal. Use the "Solicitation #" obtained from the PA eMarketplace to locate this solicitation within the PA Supplier Portal. The PA Supplier Portal search field labeled "Number of Document" is equivalent to the "Solicitation #" from PA eMarketplace.
NOTE: You must first be logged on the PA Supplier Portal as either an Administrative User or Bidder to view solicitations. |
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- How do I submit a Bid?
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On the left navigation bar of the PA Supplier Supplier, select "Search/Submit a Bid".
NOTE: You must first be logged on the PA Supplier Portal as an Administrative User or a Bidder to utilize this link. |
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- Do I have to be registered to submit a bid?
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Suppliers must be registered with the PA Supplier Portal in order to respond to electronic bids. To obtain additional registration and bidding information, select the "Need Help with Supplier Services" link on the left navigation bar of the DGS Supplier Service Center. |
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- What is PA eMarketplace?
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PA eMarketplace is a website designed to provide information relative to the solicitation process (e.g., Commonwealth Solicitations, Awards, Current Contracts). |
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- What are E-Alerts?
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The eAlert system is the mechanism the Bureau of Procurement utilizes to notify potential bidders of bidding opportunities and changes to any posted solicitations. |
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- How do I register for E-Alerts?
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EAlerts are accessible through the PA Supplier Portal at www.pasupplierportal.state.pa.us. If you are not currently registered as a supplier viathe PA Supplier Portal you must do so to be able to select the categories you wish to receive eAlerts for. Once registered via the PA Supplier Portal, select the following menu path: “Bidder Tab”, “Enterprise Applications”, DGS e-mail Notifications (eAlerts) and select the categories your company may qualify for. If you fail to select your categories you will not receive any eAlert notifications.
If you are already registered on the PA Supplier Portal at www.pasupplierportal.state.pa.us, log in using your PA Supplier Portal registration information, and then follow the menu path: “Bidder Tab”, “Enterprise Applications”, DGS e-mail Notifications (eAlerts). If you fail to select a category you will not receive any eAlerts notifications. |
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- What is a D-U-N-S Number?
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A D-U-N-S Number is a Federal Tax Identification Number issued by Dun & Bradstreet. This number is needed to do business with the Federal Government. |
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- How do I obtain a D-U-N-S Number?
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- What is an EIN?
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EIN is Employer Identification Number. EIN is interchangeable with both Tax Identification Number (TIN) and Federal Identification Number (FIN). |
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- What is an TIN?
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TIN is Tax Identification Number. TIN is interchangeable with both Employer Identification Number (EIN) and Federal Identification Number (FIN). |
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- What is an FIN?
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FIN is Federal Identification Number. FIN is interchangeable with both Employer Identification Number (EIN) and Tax Identification Number (TIN). |
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- How do I change the legal name of my company?
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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 and reason for changes and your supplier number. |
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- What is a W-9 Form?
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A W-9 Form is an IRS form used by a company to request your taxpayer identification number and certification. The Taxpayer Identification Number (TIN) and legal name provided during the registration process must match the W-9 Form in order to receive a contract or payment.
NOTE: Bank Data MUST be completed prior to submitting the W-9 Form. |
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- How do I obtain a W-9 Form?
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- How do I submit a W-9 Form?
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Fax completed W-9 Forms 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). |
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- Do I have to register with the Dept of State to conduct business with PA?
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Possibly. Depending on your type of business organization, you may need to file with the Department of State (DOS). Additional information on business filing requirements may be found at www.dos.state.pa.us. |
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- How do I inquire about status of an Invoice?
| You can check the status of most invoices on the Web at www.budget.state.pa.us. From the left side of the Office of the Budget webpage, click "Vendor Services" to access the service and instructions. You will need your company’s invoice number, invoice date and invoice amount. Your commonwealth assigned vendor number is also recommended, but not required. . |
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- What is BMWBO?
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BMWBO is the Bureau of Minority and Women Businesses Opportunities. BMWBO provides women, minorities, and small business owners the opportunity to compete and participate in the Commonwealth contracting process. BMWBO certifies minority and women owned businesses based on ownership criteria and teaches these business owners how to pursue opportunities available through Commonwealth contracting. |
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- How do I register as a disadvantaged business?
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Register as a disadvantaged business through the Bureau of Minority and Women Business Opportunities (BMWBO). Select the "Bureau of Minority and Women Business Opportunities" link on the left navigation bar of the DGS Supplier Service Center to complete the BMWBO registration process.
NOTE: BMWBO registration is separate from the PA Supplier Portal Registration Process. |
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- How do I obtain additional information about BMWBO?
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- What is COSTARS?
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COSTARS is the Commonwealth's Cooperative Purchasing Program. COSTARS encourages the formulation of an interactive parternship between Local Public Procurement Units (LPPUs) and the Commonwealth. The COSTARS Program provides registered LPPUs as well as state affilliate entities (together "members") and suppliers a tool to find and do business with each other effectively through the use of a contract established by the Department of General Services (DGS). There are over 6,000 COSTARS members taking advantage of existing available contracts. |
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- How do I become a COSTARS Supplier?
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To become a COSTARS supplier you will need to respond to bidding opportunities that are published on the Department of General Services (DGS) Website. A supplier that successfully responds to a contract solicitation may be awarded a contract. For more relating to supplier participation, select the "COSTARS" link on the left navigation bar of the DGS Supplier Service Center. This link will take you to the Department of General Services COSTARS website, select "Suppliers"; and select "Supplier Guide-COSTARS Program Participation". |
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- 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). |
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- What are the system requirements for this website?
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The PA Supplier Portal is only compatible with the Internet Explorer browser versions 6.0 and 7.0.
NOTE: It is strongly recommended to use a high speed internet connection to access this website and submit bids. MAC systems are not compatible. |
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- Can I use the PA Supplier Portal with Internet Explorer 8?
| Possibly. While the supported Internet Explorer versions 6 and 7, you may attempt to use the Compatibility View through Internet Explorer 8. For more information on the option, please visit http://www.microsoft.com/windows/internet-explorer/features/easier.aspx. (Select the second option from the left navigation and follow the instructions.
Disclaimer: There is no guarantee that Internet Explorer 8 supports this application |
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To obtain assistance call the Customer Services Call Center at
(717) 346-2676 (Harrisburg area) or (877) 435-7363 - Option 1(toll free)
and follow the menu prompts or send an e-mail to one of the addresses below:
Supplier Registration: RA-PSC_Supplier_Requests@pa.gov
Bidding Help & eAlerts: srmhelp@pa.gov
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