Using the Vendor Report Management System (VRM)

This Job Aid shows how to submit sales reports, manage invoice contacts, view invoices, pay invoices, and request changes in the Vendor Report Management System (VRM).

Logging in to the VRM System 

1. Launch Vendor Report Management System 
2. Select Log In 
3. Type Username and Password 
4. Select Log In 

Navigating Manual Invoicing in VRM 

This section shows how to submit a sales report and navigate manual invoicing in VRM. 

1. Select My Invoices from the navigation menu 
2. Select the Sales Reports tab 
3. Find the report with the status Pending Submission 
4. Select View 
5. Select Submit Report 

Completing Sales Report Information 

1. Type a description of the products or services provided under the contract 
2. Complete required fields marked with an asterisk 
3. Select the Attestation and Confirmation checkboxes 
4. Select Submit Sales Report 

Understanding Invoice Information 

1. Review the Sales Report Invoice Information displaying the estimated invoice amount 
   1. This estimate reflects reported sales for the quarter and does not display your invoice 
   2. The invoice is generated after OSD reviews and accepts the report 
2. Complete Request a Deferral or Adjustment for discounts or changes in this document 

Adding an Invoice Contact 

This section shows how to assign an Invoicing Contact to receive VRM Invoice notifications. 

1. Select My Sales Contracts from the navigation menu 
2. Find the contract  
3. Select Change  
4. Choose the Invoicing Contact from the dropdown 

Adding a New Contact 

1. Select the Users tab 
2. Select Add User 
3. Complete required fields marked with an asterisk 
4. Select Save 
5. Return to the Sales Contracts page 
6. Assign the new user as the Invoicing Contact 
   1. You may assign up to two Invoicing Contacts 

Generating an Invoice 

The VRM system generates an Administration Fee Invoice after OSD accepts a submitted sales report. 

1. Submit your Quarterly Sales Report 
2. Review the confirmation message indicating the report is awaiting OSD approval 
3. Review the Sales Report Invoice Information for the estimated invoice amount 
4. Wait for OSD approval 

Reviewing the Generated Invoice 

1. Select My Invoices from the navigation menu 
2. Select View 
3. Review the Invoice Details and Total Amount Due 

Paying an Invoice  

This section shows how to pay the Statewide Contract Administration Fee through VRM. 

1. Find the Payment Detail section 
2. Review the Total Amount Due 
3. Select Pay Invoice 

Completing Payment 

1. Type payment information in the nCOURT payment system 
2. Submit the payment using ACH debit or credit card 
   1. Credit card payments include a convenience fee 
   2. The invoice status displays as Pending while payment processes 

Requesting a Deferral or Adjustment  

This section shows how to request changes to your Administration Fee invoice in VRM. Requests require a requested amount, an explanation, and supporting documentation. 

1. Select the View Link to open the Invoice 
2. Select Request Change 

Submit a Change Request 

1. Choose Adjustment or Deferral from the dropdown. If you will submit both request types in the same quarter, submit a Deferral request first.  
   1. Deferral – delay all or part of the payment to a future quarter 
   2. Adjustment – modify the invoice amount for the current quarter 
2. Choose a reason for the request 
3. Type the requested Invoice Amount or Adjustment Amount 
4. Provide justification and supporting documentation 
5. Select Submit Request 
   1. If approved, VRM generates a new invoice 
6. Select My Invoices to view the updated invoice