1 EXT400 – Corporate Vendor Admin Activities

2 1.Corporate Vendor Admin Process Overview 2.Complete Vendor Registration 3.Register Plants/Shipping Locations 4.Create internal vendor users and assign roles 5.Assign internal vendor users to plants and shipping locations 6.Update the organization Course Lesson Objectives

3 Lesson Objectives Recognize the basic end-to-end steps associated with the Corporate Vendor Admin Process Define new Key Terms Lesson 1: Corporate Vendor Admin Overview

4 WBSCM TermDefinition Organization Company, Branch office, Person or Group of persons in which a company has a business interest Business Partner (BP) An SAP term which refers to a Company, Branch office, Person or Group of persons in which a company has a business interest. The system issues a unique BP Number for these entities User(s) Entity created in WBSCM to enable access. Roles are assigned to User master records which allows access to the SAP System Role(s) Roles allow specific access and activities designed for the individual users per job description. Roles also allow or restrict access to business data eAuthorization (eAuth) An eAuthentication account consists of a User ID, a password, and a customer profile containing information about Users and provides single sign-on access directly to USDA WBSCM portal Key Terms

5 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Corporate Vendor Admin Topics

6 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Vendor Registration

7 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Register Plants/Shipping Locations

8 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Create Internal Vendor Users

9 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Assign Users to Plants and Shipping Locations

10 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Assign Users to Plants and Shipping Locations (Cont’d)

11 ABC Supplies, Inc. –Joe Smith is the Corporate Buyer and is requesting that his company do business with the USDA. Joe will be the Corporate Vendor Admin for the company Vendor Registration Scenario

12 ABC Supplies, Inc. –Joe Smith is the Corporate Buyer and is requesting that his company do business with the USDA. Joe will be the Corporate Vendor Admin for the company ABC Plant Cleveland –Fred Jones is the Plant Sales rep for the Cleveland, OH Plant and will become the official bidder for that plant Vendor Registration Scenario (Cont’d)

13 ABC Supplies, Inc. –Joe Smith is the Corporate Buyer and is requesting that his company do business with the USDA. Joe would will be the Corporate Vendor Admin for the company ABC Plant Cleveland –Fred Jones is the Plant Sales rep for the Cleveland, OH Plant and will become the official bidder for that plant USDA Procurement Office –WBSCM Users who are responsible for various tasks e.g., uploading Supplier Application Forms or reviewing and approving vendors Vendor Registration Scenario (Cont’d)

14 Lesson 1: Self-Assessment

15 1. T/F: The Vendor Admin will be responsible for updating any changes with Users, Plants and Shipping Locations. T. True F. False 2. What is the first step of the Corporate Vendor Admin process? A. Create internal vendor users B. Vendor registration C. Update the organization Lesson 1: Self-Assessment Questions

16 Lesson Objectives Complete and submit the Vendor Registration Questionnaire Act on Key s from WBSCM Register for eAuthentication Login as a new Vendor Admin Explain the USDA role in the Vendor Administration process Vendor Registration Process

17 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Vendor Registration

18 1 Joe Smith, ABC Supplies, Inc. downloads and completes PDF Form PDF Registration Form Step 1: Download PDF Supplier Self Registration Form

19 Step 1: USDA Supplier Self Registration Form

20 1 Joe Smith, ABC Supplies, Inc. downloads and completes PDF Form PDF Registration Form Completed Registration Form ed to authorized USDA Employee 2 Step 2: Completed Form ed to USDA

21 1 Joe Smith, ABC Supplies, Inc. downloads and completes PDF Form PDF Registration Form Completed Registration Form ed to authorized USDA Employee 2 3 COR at USDA Procurement Office uploads PDF into WBSCM where the system validates the fields for data entry errors. CO researches and approves vendor. Step 3: USDA Uploads Form into WBSCM

22 Auto Playback Tutorial: watch the simulation with no user input required Vendor Registration Simulation

23 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Vendor Registration Simulation

24 1 Joe Smith, ABC Supplies, Inc. downloads and completes PDF Form PDF Registration Form Completed Registration Form ed to a distribution list for processing 2 3 USDA User Admin creates Joe as a User with Corp Vendor Admin and Bidder User Admin Roles 4 COR at USDA Procurement Office, Uploads PDF into WBSCM where the system validates the fields for data entry errors. CO researches and approves vendor. Step 4: USDA Creates User with Role WBSCM

25 1 Joe Smith, ABC Supplies, Inc. downloads and completes PDF Form PDF Registration Form Completed Registration Form ed to authorized USDA Employee 2 3 USDA COR creates Joe as a User with Corp Vendor Admin and Bidder User Admin Roles 4 WBSCM generates and sends an invitation with a link to Joe Smith to obtain his Level 1 eAuthorization 5 COR at USDA Procurement Office, Uploads PDF into WBSCM where the system validates the fields for data entry errors. CO researches and approves vendor. Step 5: WBSCM Sends with link for eAuth

26 Corporate Vendor Admin Receives Instructions

27 Joe navigates to USDA gov public portal where he registers for a USDA eAuth Account 6 Step 6: USDA eAuth Registration

28 USDA eAuth Registration

29 USDA eAuth Registration

30 Joe navigates to USDA gov public portal where he registers for a USDA eAuth Account 6 eAuth System validates entry Joe receives with instructions to login to eAuth System 7 Step 7: Corporate Vendor Admin Receives Instructions

31 Step 7: eAuthorization Account Created

32 Joe navigates to USDA gov public portal where he registers for a USDA eAuth Account 6 eAuth System validates entry Joe receives with instructions to login to eAuth System 7 The eAuth system creates the level 1eAuth Account and completes Joe’s WBSCM registration 8 Step 8: eAuth Account Registration Completed

33 Step 8: eAuthorization Account Created

34 Joe navigates to USDA gov public portal where he registers for a USDA eAuth Account 6 eAuth System validates entry Joe receives with instructions to login to eAuth System 7 The eAuth system creates the level 1 eAuth Account and completes Joe’s WBSCM registration 8 9 Joe clicks the WBSCM link from the original and logs on via his eAuth account Step 9: eAuth Account Registration Completed

35 Original Instructions with WBSCM Link

36 USDA eAuthentication via WBSCM Link

37 eAuthentication Log-In Page

38 Joe navigates to USDA gov public portal where he registers for a USDA eAuth Account 6 eAuth System validates entry Joe receives with instructions to login to eAuth System 7 An eAuth account is created and this completes Joe’s WBSCM registration 8 9 Joe clicks the WBSCM link from the original and logs on via his eAuth account 10 He receives a Rules of Behavior page for review. Upon completion, registration is successful. Step 10: Directed to WBSCM Portal

39 Joe navigates to USDA gov public portal where he registers for a USDA eAuth Account 6 eAuth System validates entry Joe receives with instructions to login to eAuth System 7 The eAuth system creates the Level 1 eAuth Account and completes Joe’s WBSCM registration 8 9 Joe clicks the WBSCM link from the original and logs on via his eAuth account 10 He is directed to the WBSCM portal, Joe completes the registration by reviewing and correcting user data 11 And now Joe can do business with USDA through WBSCM Step 11: Vendor Corporate Admin Registration Completed

40 Vendor Corporate Admin Registration Completed

41 When the Business Partner is accepted as a Bidder, the Corporate Vendor Admin will be created –Once this is completed, the Corporate Vendor Admin will receive an to register for eAuth and logon to WBSCM –At this point, the Corporate Vendor Admin can logon to WBSCM and register Plants and Shipping Points applicable to the supplier. Bidder Converted to Vendor

42 When the Business Partner is converted from a Bidder to a Vendor, another will be sent to the Corporate Admin to indicate that they are now considered a Potential Supplier ‘Vendor’ status allows for full access to WBSCM capabilities The vendor is now able to be awarded Freight, Commodity or Service purchase orders Bidder Converted to Vendor (Cont’d)

43 Lesson 2: Self-Assessment

44 1. The Corporate Vendor Admin ID is created by _________. A. The USDA B. An outside investigation service C. The Vendor 2. The initial Vendor Registration questionnaire is _________. A. A PDF file that is filled out by the vendor and e- mailed to the USDA B. Only available for pre-selected vendors C. Available by logging into WBSCM Lesson 2: Self-Assessment Questions

45 Lesson Objectives Register Plants and Shipping locations with the USDA Explain the plant/shipping location registration process Lesson 3: Register Plants and Shipping Locations

46 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Register Plants/Shipping Locations

47 1 Joe wants to register ABC Supplies Inc’s Cleveland Plant. He first logs into WBSCM with his eAuth ID Step 1 Log into WBSCM with eAuth

48 12 Joe wants to register ABC Supplies Inc’s Cleveland Plant. He first logs into WBSCM with his eAuth ID He navigates to the registering plants screen and enters required plant information e.g., address etc. Step 2 Register Plants

49 Plant Registration in WBSCM

Joe wants to register ABC Supplies Inc’s Cleveland Plant. He first logs into WBSCM with his eAuth ID He navigates to the registering plants screen and enters required plant information e.g., address etc. WBSCM generates workflow for approval Registration Accepted

Joe wants to register ABC Supplies Inc’s Cleveland Plant. He first logs into WBSCM with his eAuth ID He navigates to the registering plants screen and enters required plant information e.g. address etc. WBSCM generates workflow for approval The COR/CO for the USDA Procurement Office verifies the Plant registration information and determines if the Plant will be accepted Note: Vendor qualifications initiated at this time. Vendor is accepted as Bidder Step 4 USDA verifies Plant Info/Vender now Bidder

Joe wants to register ABC Supplies Inc’s Cleveland Plant. He first logs into WBSCM with his eAuth ID He navigates to the registering plants screen and enters required plant information e.g. address etc. WBSCM generates workflow for approval The COR/CO for the USDA Procurement Office verifies the Plant registration information and determines if the Plant will be accepted Note: Vendor qualifications initiated at this time. Vendor is accepted as Bidder Joe receives that Cleveland Plant is accepted Step 5 Authorization that Plants is Accepted

53 Auto Playback Tutorial: watch the simulation with no user input required Plant/Shipping Location registration Simulation

54 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Plant/Shipping Location registration Simulation

55 Lesson 3: Self-Assessment

56 1. To register a plant, a vendor must _________. A. Fill out a request form in Supplier Self Service on the WBSCM website B. Download a PDF form from and it back to C. First, have the plant inspected by an approved USDA inspection company 2. Which one of the following is true? A. For every registered plant a vendor must register a corresponding shipping location B. The COR/CO will verify the plant registration information before accepting the application C. A USDA representative fills out the registration based on an from the vendor. Lesson 3: Self-Assessment Questions

57 Lesson Objectives Create internal vendor users Manage Roles associated with internal vendor users Lesson 4: Create Internal Vendor Users

58 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Create Internal Vendor Users

59 1 Fred Jones is the Sales Rep for ABC’s Cleveland Plant and would like his Plant to be authorized to submit Bids Fred calls Joe, the Corp Vendor Admin, and requests a WBSCM User Account User Registration

Fred Jones is the Sales Rep for ABC’s Cleveland Plant and would like his Plant to be authorized to submit Bids Fred calls Joe, the Corp Vendor Admin, and requests a WBSCM User Account Joe creates a User Account for Fred and assigns the Cleveland Plant to his profile which triggers an invitation to be sent to Fred User Registration (Cont’d)

61 User Registration (Cont’d)

62 User Registration (Cont’d)

Fred Jones is the Sales Rep for ABC’s Cleveland Plant and would like his Plant to be authorized to submit Bids Fred calls Joe, the Corp Vendor Admin, and requests a WBSCM User Account Joe creates a User Account for Fred and assigns the Cleveland Plant to his profile which triggers an invitation to be sent to Fred Fred receives an from WBSCM instructing him to obtain a USDA Level 1 eAuth Account and gives him the link to complete his WBSCM registration User Registration (Cont’d)

64 User Registration (Cont’d)

Fred Jones is the Sales Rep for ABC’s Cleveland Plant and would like his Plant to be authorized to submit Bids Fred calls Joe, the Corp Vendor Admin, and requests a WBSCM User Account Joe creates a User Account for Fred and assigns the Cleveland Plant to his profile which triggers an invitation to be sent to Fred Fred receives an from WBSCM instructing him to obtain a USDA Level 1 eAuth Account and gives him the link to complete his WBSCM registration Fred obtains a Level 1 eAuth Account User Registration (Cont’d)

Fred Jones is the Sales Rep for ABC’s Cleveland Plant and would like his Plant to be authorized to submit Bids Fred calls Joe, the Corp Vendor Admin, and requests a WBSCM User Account Joe creates a User Account for Fred and assigns the Cleveland Plant to his profile which triggers an invitation to be sent to Fred Fred receives an from WBSCM instructing him to obtain a USDA Level 1 eAuth Account and gives him the link to complete his WBSCM registration Fred obtains a Level 1 eAuth Account Fred logs into eAuth and clicks the WBSCM link from his User Registration (Cont’d)

Fred Jones is the Sales Rep for ABC’s Cleveland Plant and would like his Plant to be authorized to submit Bids Fred calls Joe, the Corp Vendor Admin, and requests a WBSCM User Account Joe creates a User Account for Fred and assigns the Cleveland Plant to his profile which triggers an invitation to be sent to Fred Fred receives an from WBSCM instructing him to obtain a USDA Level 1 eAuth Account and gives him the link to complete his WBSCM registration Fred obtains a Level 1 eAuth Account Fred logs into eAuth and clicks the WBSCM link from his Fred completes the registration by reviewing and correcting User data User Registration (Cont’d)

Fred Jones is the Sales Rep for ABC’s Cleveland Plant and would like his Plant to be authorized to submit Bids Fred calls Joe, the Corp Vendor Admin, and requests a WBSCM User Account Joe creates a User Account for Fred and assigns the Cleveland Plant to his profile which triggers an invitation to be sent to Fred Fred receives an from WBSCM instructing him to obtain a USDA Level 1 eAuth Account and gives him the link to complete his WBSCM registration Fred obtains a Level 1 eAuth Account Fred logs into eAuth and clicks the WBSCM link from his Fred completes the registration by reviewing and correcting User data Fred can now submit bids to the USDA through WBSCM for the Cleveland Plant User Registration (Cont’d)

69 Auto Playback Tutorial: watch the simulation with no user input required Create Internal Vendor Users

70 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Create Internal Vendor Users

71 Lesson 4: Self-Assessment

72 1. In WBSCM, additional users for a company are created by: A. Corporate Vendor Admin B. USDA C. User 2. The new user is now capable of submitting: A. Plants B. Bids C. Answers Lesson 4: Self-Assessment Questions

73 Lesson Objectives Assign a user to Plants and Shipping Locations Lesson 5: Assign Users to Plants and Shipping Locations

74 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization Assign Users to Plants and Shipping Locations

75 Assign Users to Plants and Shipping Locations (Cont’d)

76 Assign Users to Plants and Shipping Locations (Cont’d)

77 Assign Users to Plants and Shipping Locations (Cont’d)

78 Auto Playback Tutorial: watch the simulation with no user input required Assign Users Simulation

79 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Assign Users Simulation

80 Lesson 5: Self-Assessment

81 1. T/F: A user can be assigned to a plant and shipping location in the same screen. T. True F. False 2. If a user is assigned to one plant, but not the other _________. A. They can multi-task B. They can only view and respond to bids (solicitations) for the plant(s) they are assigned to C. They can submit invoices for both locations Lesson 5: Self-Assessment Questions

82 Lesson Objectives Update the organization Lesson 6: Update the Organization

83 Corporate Vendor Admin Vendor Registration Register Plants/ Shipping Locations Create Internal Vendor Users Assign Users to Plants/ Shipping Locations Update the Organization

84 Update the Organization

85 Update the Organization

86 Auto Playback Tutorial: watch the simulation with no user input required Update the Organization Simulation

87 Standard Tutorial: guide yourself through the simulation by clicking on certain areas when prompted Update the Organization Simulation

88 Lesson 6: Self-Assessment

89 1. T/F: The Corporate Vendor Admin can create another Corporate Vendor Admin ID. T. True F. False 2. What is not the responsibility of the Corporate Vendor Admin? A. Deleting users B. Assigning Vendors to the WBSCM system C. Changing Roles associated with a user Lesson 6: Self-Assessment Questions

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