Forsyth County, GA
Vendor Self Service (VSS)
Vendor Self Service Overview ........................................................................................................................ 2
Vendor Self Service Users............................................................................................................................................ 2
Vendor Registration .......................................................................................................................................... 3
Step by Step Instructions
4
Vendor Self Service Home Page .................................................................................................................. 14
Vendor Navigation ........................................................................................................................................... 15
My Profile ....................................................................................................................................................................... 15
Attachments .............................................................................................................................................................. 17
Commodities ............................................................................................................................................................. 18
1099 .................................................................................................................................................................................. 19
Checks .............................................................................................................................................................................. 21
Invoices ........................................................................................................................................................................... 23
Purchase Orders .......................................................................................................................................................... 26
Appendix A: Managing Local Busines Initiative Affidavits................................................................ 29
Page 1
Vendor Self Service Overview
Welcome to Forsyth County, GA Vendor Self Service (VSS). VSS provides you with webbased access to your personal information and records, as well as providing information on
solicitations you may be interested in. Purchase Orders, invoices and check information are all
available online. You have the ability to update your profile to include address, contact
information, commodities, and your preferred payment method.
If you are an existing vendor, you can register and gain access to your information through the
VSS Website. You must have your VSS vendor number in order to log in and access your
profile along with the social security number or federal tax identification number associated
with the record. A letter has been sent out to all existing vendors providing them with their
vendor number. If you believe you are already registered but do not have your vendor number
you may call the Procurement Department for assistance. Note: we will not provide the tax
identification number / social security number we have on file.
Potential vendors may complete the registration process online and be given limited access to
VSS. Potential vendors must complete the registration which includes selecting appropriate
commodity codes and attach a completed and signed W-9 and Local Business Affidavit (if
appropriate). We prefer documents be attached using VSS, but you may submit them by email
or USPS. The registration process creates a new record in VSS. Upon review and validation
of the information you have provided, the Procurement Department will set your record status
to Active in VSS.
Page 2
Vendor Registration
New vendors and those existing Forsyth County vendors are able to register for access to
VSS.
You can register by clicking Registration on the VSS home page.
Registration is a five step process. Vendors are required to select appropriate commodity
codes that will be available after initial registration. Vendor Self Service displays the number of
steps in the process, with the current step displayed in bold type. Vendor Self Service does not
save any information entered in the fields on any page until the registration is complete. If a
vendor leaves the registration process before completing all of the steps, all of the information
entered is discarded and they must start again.
Page 3
STEP 1




User ID:
You must enter a unique ID that is used to login to VSS
Password: You must enter a password twice and include a password hint
*Password must be at least 8 characters long
*Password must contain at least 1 numeric character
*Password must contain at least 1 non-alphanumeric character
*Password must consist of a mix of upper and lower characters
CAPTCHA: You must enter the number shown in the box. This is a verification
process called CAPTCHA (Completely Automated Public Turing Test to Tell Computers
and Humans Apart), which is used to protect the database from attack.
Existing Vendors Only: Existing vendors must also enter their vendor ID and their
Federal Identification number or Social Security Number. The Procurement Department
has provided or will provide you with your vendor ID.
Page 4
STEP 2
You must provide general information, including an address, e-mail address, website, and a
federal identification number or Social Security number. If you select the Send Remittance to
the Above Name and Address check box, the program uses the information that is entered on
this screen as the mailing address for you in Step 3. Note: any missing information will delay
activating your full access to VSS as the Procurement Department will have to contact you
requesting the information.
If you desire to have ACH or funds wired to your bank you would select the appropriate bank
and routing number from the drop down feature. If your bank/routing number are not listed
contact the Procurement Department so this information can be added into the program for
your use. This information will be required to be sent via e-mail or USPS.
Local Business Initiative, if your firm meets the criteria for the Local Business Initiative mark
“General” under the MBE Classifications. Attach the Affidavit to your profile.
Page 5
Page 6
STEP 3
You must provide the Name, Address, and other information where remittance information is
sent. If the Send Remittance to the Above Name and Address check box on STEP 2 screen is
selected, the program automatically completes this screen, but you can change the
information.
Page 7
STEP 4
You must provide contact information and indicate the preferred methods of communication.
Page 8
STEP 5
You can verify the information entered. If any of the information is incorrect, you can click the
Change hyperlink to change/update the information for that section.
Page 9
If the information is correct, you can click Register to complete this portion of the process.
The program automatically logs you into VSS once you have clicked Register. The program
displays a confirmation page which contains a link to your profile, as well as a link to the
Commodities/Services and Attachments screen. You can also access your profile and upload
attachments by clicking My Profile on the Navigation Menu. The My Profile options are the
only options available on the Navigation Menu until the Procurement Department grants you
permission to view the other screens.
STEP 6
Your registration is not complete until you add commodity codes and W9.
Page 10
Page 11
The My Profile screen contains the general information you entered during the registration
process. You can update the information by clicking Change next to the heading. This is also
where you register for commodities by clicking Add at the bottom of the screen next to Current
Vendor Commodities. The program displays the available commodities on the Vendor
Commodity screen ten at a time, although you can click List All Commodities/Services to view
all of the commodities at once. You can also search for commodities by entering keywords or
the first three digits of the commodity code. (Forsyth County uses 5 digit NIGP Commodity
Page 12
Codes). Once you find the correct commodities you can select the associated check box and
then click Add. The added commodities are listed at the bottom of the page. You can click to
remove a commodity if necessary. Once you select all of the necessary commodities, you can
click Finished. The commodities are now a part of your profile under Current Vendor
Commodities.
When you are viewing your profile, the Attachments option is available on the Navigation
Menu. The Attachments screen allows you to attach documents, such as a W-9; Local
Business Affidavit; Contractor Affidavit, etc. PLEASE ATTACH YOUR W-9 HERE, this form is
required.
It is required that Commodities/Services are indicated and that a completed W-9 be attached.
Newly registered vendors only have access to the Home, Vendor Self Service, and My Profile,
options on the navigation menu.
..
Page 13
Vendor Self Service Home Page
The Vendor Self Service home page contains a banner, navigation menu, and a series of
summary information groups.
Clicking the vendor name in the banner displays the following menu options:
 Home – Returns you to the VSS home page.
 My Account – Opens the My Account page containing account information.
 Log Out – Logs you out of VSS.
Page 14
If you click the Resources list in the banner, VSS displays a list of resource items. These items
are hyperlinks or documents defined and uploaded by your organization’s VSS administrator.
Vendor Navigation
Vendors use the navigation menu or the buttons in the group ribbons to navigate between
pages in Vendor Self Service.
My Profile
Clicking View Profile in the Profile Information group or the My Profile option in the navigation
menu opens the My Profile page. The page displays vendor profile information, which is
divided into groups. Clicking the Change link allows you to update the data in a group.
Page 15
The Contacts and Communication Preferences group lists the vendor’s contact persons and
preferences for purchasing communications.
Page 16
Attachments
Up to three attachments can be added at one time by clicking the Browse buttons next to the
boxes on the Attachments page, selecting the files to attach, and then clicking the Upload
button.
The uploaded files are added to the vendor record in the Munis Vendors program, and they
can be viewed on the Vendor Attachments screen of that program. The vendor cannot view or
maintain their attachments in VSS once they have been uploaded.
Page 17
Page 18
1099
The 1099 page displays a listing of the vendor’s 1099 data for a selected year.
Page 19
Vendors use the Year list to select the fiscal year for which to view 1099 data. The data
includes the 1099 box code, a description of the code type, and the 1099 amount. Clicking a
code type opens the Vendor 1099 Invoice Detail page.
The page displays the general 1099 information, as well as a listing of 1099 invoice details, if
they exist for the selected box code. Clicking Return to 1099 returns the vendor to the Vendor
1099 Information page.
Page 20
Bids
Bid information is not displayed on this page, please visit www.forsythco.com, Procurement
Department for current opportunities, awards, addenda, etc.
Checks
The Vendor Check Search page allows you to search for account payable checks that have
been issued to you.
Once you click Search, the program displays the results. You can click to View to view details
for a check.
Page 21
Page 22
Clicking Modify Search or New Search returns you to the Vendor Check Search page. The
listing of checks can be sorted by clicking a column title.
Invoices
The Vendor AP Invoice Search page allows you to search for invoices by date, amount, and
number of status.
Page 23
Once you click Search, the program displays the results.
You can click View to see the details for an invoice.
Page 24
Page 25
Purchase Orders
The Vendor Purchase Order Search page allows you to search for existing purchase orders
(PO) by entering a purchase order number, contract number, or a status, date or amount.
Click Search and the program displays a list of the POs that meet the specified search criteria.
Page 26
You can click View to view details for the PO.
Page 27
Page 28
Appendix A: Managing Local Business
Affidavits
Geographic location – if the firm meets the elegibility requirements of the Local Business
Initiative it is required that the Affidavit be attached. Criteria and Affidavit are available for
viewing in the Vendor Self Serve portal as well as on www.forsythco.com, Procurement
Department.
Page 29