Maintaining Organization Information for COMMBUYS Vendor Account

This Job Aid shows how to maintain company/organization information for the COMMBUYS Vendor Account.

Overview 

It is the responsibility of the Seller Administrator to maintain the company’s information and ensure that the information provided is true and accurate. For guidance on how to get to the Seller Administrator home page, consult COMMBUYS Navigation for the Seller Role. 

Launch COMMBUYS   

1. Launch COMMBUYS   
2. Select Sign In  
3. Type User ID and Password  
4. Select Sign In 

Maintaining Organization Information  

1. Select Maintain Organization Information from the Seller Administrator home page 
   1. The following sections are the different pages Seller Administrators may use to maintain company/organization information 
   2. The Maintain Regions, Maintain Quote Attachment Repository, and Credit Memo List pages are not used by the Commonwealth of Massachusetts. 

Maintaining Organization’s General Information  

1. Select Maintain General Organization Information to manage your company’s general information  
   1. Fields marked with an asterisk are required 
2. Select Save and Exit   

Maintaining Organization Addresses  

1. Select Maintain Addresses from the Maintain Organization Information page to update or add addresses 
   1. Up to five email addresses may be added and activated for the Bid Mailing Address type 
   2. Only one email address may be designated for General and Purchase Order (PO) address type 
   3. Remit and Sales Address types are not in use 

Maintaining Addresses  

1. Select Address Name link to update  
2. Type the updated information into the fields  
3. Select Save and Exit  

Entering a New Address  

1. Select Add Another Address  
2. Choose Address Type from the dropdown  
3. Type the address name in the ‘Name this Address’ field  
4. Type requested contact information into form fields  
5. Select Add Email  
6. Type the email address(es) in the ‘Add Email’ field   
7. Select the Status of the address 
   1. By default, the address is marked Active 
8. Select the Default address for this address type checkbox  
   1. An organization may have as many addresses as needed, but each address type is required to have a default 
9. Repeat the steps to add additional addresses  
10. Select Save and Exit to return to the Maintain Addresses page  
11. Select Exit to return to the Maintain Organization Information page  

Maintaining the Commodity-EPP Home Page  

COMMBUYS uses the United Nations Standard Products and Services Code ® (UNSPSC) commodity classification system. All vendors must have at least one UNSPSC Commodity Code associated with their vendor profiles. UNSPSC Commodity Codes determine which Bid notifications vendors receive; choose all possible codes related to your business to maximize Bid opportunities.  

1. Select Maintain Organization Information 
2. Select Maintaining Commodity-EPPs 
3. Select Maintain Commodity and Services to add or remove Commodity Codes 

Adding Commodity Codes to the Vendor Profile

1. Select Add Additional Codes from the Maintain Commodity page 
   1. Search for codes from either the UNSPSC Segment-Family and UNSPSC Class dropdown or from the ‘UNSPSC Keyword’ field 
2. Select Search 
3. Select the checkbox of the code(s) you want to add 
   1. Select Save and Add More to add additional codes 
4. Select Save to add the selected codes to the vendor profile and return to the previous page 
5. Select Cancel and Exit to return to the Maintain Organization Information page 

Removing Commodity Codes from the Vendor Profile 

1. Select Maintain Commodity from the Maintain Organization Information page 
2. Review the Current Codes list 
3. Select the Deactivate checkbox of the code(s) to be removed  
4. Select Deactivate Selected Items.  
   1. The codes will be removed from the Current Codes list 
5. Select Cancel and Exit to return to the Maintain Organization Information page 

Reviewing and Reactivating Commodity Codes 

1. Select Display Inactive Commodity to review Deactivated Commodity Codes on the Maintain Organization Information page 
2. Find the code(s) you want to reactivate from the Inactive Codes list 
3. Select the Activate checkbox of the code(s) to be reactivated  
4. Select Save and Exit to return to the Commodity-EPP Maintenance page or Exit to return to the Organizational Information page 

Maintaining the Terms and Categories Page  

1. Select Maintain Terms and Categories from theMaintain Organization Informationpage 
2. Select the checkbox of the categories to be updated 
   1. Supplier Diversity Certifications may not be self-selected as they require Supplier Diversity Office approval 
3. Select Save and Exit to return to the previous page  

Maintaining a User’s Profile  

1. Select Maintain Users on this Account from the User Maintenance page 
2. Type search criteria such as First Name, Last Name, or Login ID 
3. Select Find It  
4. Select the Login ID link to access a user’s profile 

 Updating a User’s Profile  

1. Select the User Maintenance page 
2. Update the user’s profile  
3. Select Save and Exit to return to the User Maintenance page   

Adding a New User  

1. Select Add User from the Maintain Organization Information or Maintain Users on this Account page to access the New Vendor User page   
2. Type the requested information 
   1. Fields marked with an asterisk are required  
3. Select the checkbox of the role(s) the user will have in COMMBUYS 
4. Select Save and Exit to return to the User Maintenance page 

Maintaining the Add Associated Organization Home Page  

Large organizations with multiple purchasing offices, such as universities or companies with multiple businesses listed under identical FEIN or Social Security numbers, may wish to add associated organizations. This action will enable the creation of a separate COMMBUYS account using the same tax ID. 

1. Select Add Associated Organization from the Maintain Organization Information page  
2. Type requested information in the form fields  
3. Select the Send confirmation email checkbox 
4. Select Send  

Naming Associated Organizations 

When naming Associated Organizations, consider selecting a single, standard name for the initial Seller Organization in COMMBUYS and a standard naming convention to build on for the Associated Organizations. Example:  

• Initial Seller Organization: University of Massachusetts 
• Associated Organization: University of Massachusetts - Dartmouth