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Vendor Training Session #2 Seller Role

Vendor Training Session #2 Seller Role. Objectives. Understand Why the State is Implementing BidBuy Navigate in BidBuy Understand BidBuy Terminology Explain What a Seller Role Does Understand and Use the BidBuy Homepage Understand Purchase Order process/requirements

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Vendor Training Session #2 Seller Role

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  1. Vendor TrainingSession #2Seller Role

  2. Objectives • Understand Why the State is Implementing BidBuy • Navigate in BidBuy • Understand BidBuy Terminology • Explain What a Seller Role Does • Understand and Use the BidBuy Homepage • Understand Purchase Order process/requirements • Understand Shipping Address Information • Access Resources

  3. What is BidBuy? CURRENT Remedy (PBC) Survey Process (Manual) Illinois Procurement Bulletin Procurement File CPO/SPO Approvals FUTURE

  4. Why BidBuy? • Simplifies the bid/quote process by allowing electronic submittals.  • Reduces paper documentation and records. • Centralizes state procurement communications in a single location. • Allows vendors to easily review open bids, submit bids/quotes and receive awards from a central location. • Allows vendors to review its procurement history.

  5. Who BidBuy? • All procurements under Chief Procurement Office for General Services

  6. 2 Types of Vendor Roles in BidBuy • Seller Administrator: maintain business information, user profiles, and can invite Associated Organizations to register in BidBuy • This can be changed at any time and there can be multiple Seller Administrators on a single account, though there must always be at least one • Seller Role: search, view, and respond to bid opportunities; search and view active State contracts; and view purchase orders.

  7. Seller Home Page

  8. General Overview

  9. Purchase Order Notification

  10. Purchase Order Notification • IMPORTANT VENDOR INSTRUCTIONS: PURCHASE ORDER REQUIREMENTS - STATE OF ILLINOIS AGENCIES Prior to commencement of billable work, delivery of supplies or rendering of any service on a Purchase Order exceeding $20,000: • Initial Purchase Order/Contract - All parties, including the State and vendor, must fully execute the contract in its entirety. • Release from an existing Purchase Order/Contract - The vendor must receive a Purchase Order signed by the State Agency and attached in BidBuy. • PURCHASE ORDER REQUIREMENTS - OTHER PURCHASING ENTITIES --Please see specific requirements provided by the purchasing entity.

  11. Signed PO Notification

  12. Signed PO

  13. Shipping Address • Header Level • Item Level

  14. Shipping Address • Item Level

  15. Vendor Help Desk • Email: il.bidbuy@illinois.gov • Phone: 866-455-2897

  16. Questions?

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