1. User Guide Vendor Self-Service (PaymentWorks)
Updated: 04/30/2019

2. Onboarding Process SAP Texas State PaymentWorks Supplier 1 2 3 4 6 5 9
Initiate Vendor Invite 1
Approve Request 2
Send Invitation 3
Create PW Account 4
Screen (TIN, Sanction, etc) 6
Complete Registration 5
Create or Update Vendor 9
Approval Workflow 8
Notify University 7
Notify PaymentWorks 10
Send Notification 11
View invoices, remittances 12
Update Record 16
Approve Updates 15
Push Updates to University 14
Update Profile Information 13

3. Go to Vendor Self-Service Website and click the Payment Works Link
Updated: 04/30/2019

4. Logging In

5. Inviting a Payee
Click on Vendor Master Updates to access the onboardings screen.

6. Inviting a Payee
Click Send Invitation to access the invitation request form

7. Inviting a Payee

8. Invite Status
The invitation has been sent.

9. Payee Process Overview

10. Payee Process Overview
When the clicks on the link in the shown in the previous slide, they are brought here, where they can click to access the account registration form (shown on the next slide).

11. Payee Process Overview
The completes this page to create their PW account.

12. Payee Process Overview
Once the creates their account, they receive this to verify their . Once the is verified, they can log into their account, which gives them access to the registration form.

13. Tracking Onboardings
Invitation column:
Sent
Delivered
Not Deliverable
Opened
Clicked
Self Registered
Account Column:
Validated
Created
Confirmed
No Account
New Vendor Registration column:
Submitted
Approved
Processed
Complete
Rejected
Invitation/Reminders Cancelled
Once an invitation is sent to a , the initiator has the ability to view the status.

14. The is now open and available for use
Tracking Onboardings
The is now open and available for use
After a has been approved, the initiator can verify the assigned number using the onboardings screen.

15. Invite Statuses
Initiators have the ability to view the status of all invitations that they have sent.

16. Search for a Payee
Use the search on the Onboardings page and enter the payee’s address.
This will bring up the request and you can provide the status of the request. If the request has been completed, you can provide the payee ID.
Note: Initiators will only be able to search/view the invitations that they have sent.

17. Troubleshooting – I cannot send the invite
Troubleshooting – I cannot send the invite. “An invitation was previously sent to this address”
PaymentWorks does not allow multiple invitations to be sent to a single . Someone else may have previously sent the invite.

18. Troubleshooting – My payee did not receive the invite
Verify that the payee has checked their spam folder
Initiators have the ability to re-send an invitation

19. Troubleshooting – I entered the wrong email address
Departments can correct and re-send invitations with the following invitation statuses: Sent, Delivered, Not Deliverable
By clicking on the invitation status, you will be given action options: Cancel Reminders, Resend Invitations

20. Troubleshooting – My payee has not completed the forms
The payee will receive s until the registration is completed or the reminders are cancelled
Note: Reminder notifications are automatically generated, do not re-send invitations unless the payee notifies you that they did not receive the initial
1st reminder – three days
2nd reminder – seven days
3rd reminder – 14 days

21. Troubleshooting – I haven’t gotten my ID
You will receive your payee ID once the payee has been approved and sent to the ERP

22. Troubleshooting – My payee will no longer be used

23. Resources Departmental questions for vendor onboarding can be sent to:
Phone:
PaymentWorks Platform and supplier questions can be sent to:
PaymentWorks Initiator Documentation:
Sending and Tracking Invitations
YouTube video for Initiators

24. Resources
We encourage users to create a case for any issues found. When a case is created, the user can track the status.

25. Approval Notification
Notifications occur once a day
Types:
Invitation
Registration
Vendor Update

26. Approvers

27. Approvers

28. Invitation Approvals
Approvals for sending invitation has been enabled for Texas State. This means that all invitations will require approval before being sent out.
For example, if the invitation is to an entity, sending approval is required from someone in the Buyer role, as shown below.
                                       

29. Vendor Update Approvals
Updates submitted by Texas State suppliers must be approved before they are sent to SAP. Approval on all Vendor Updates is required by someone in Procurement/Vendor Maintenance role.
In cases where a supplier changes information related to their bank account, a second approval by someone in the Buyer role is required prior to Procurement/Vendor Maintenance approval.
                   

30. Registration Approvals
When registrations are received by Texas State, they may require up to four approvals before the status of the registration will be changed to Approved.
Foreign vendors in particular will be reviewed and approved in three steps:
First, the registration must be approved by members of the Payroll & Tax Compliance and Research Integrity and Compliance roles.

31. Registration Approvals, cont.
Second, the registration must be approved by someone to whom the IT role is assigned.
Finally, as with all registrations, it must be approved someone in Procurement/Vendor Maintenance role.