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Business Forms (Video)
Transcript:
Welcome to the PlanetBid Business Certification for Forms training.
We're going to start on the vendor side of the system, whether the vendor is registering for the first time or returning to their profile.
When they enter into their profile information area, they will see business forms on the far left side.
They're registering for the first time.
As soon as they complete vendor details, they will be taken to this page if you can click business form.
Here they will answer the question, yes or no, if they wish to submit a business form.
This area here is configurable by the agency and they will see your information.
Below that is the current status of their application.
Here I've already submitted one and I can come in and edit.
If it's the first time that I am applying it will say applying. They will see the W9 or the business form instruction.
It can also include the actual application that they need to complete.
They will then title it.
They can remove a file they have already uploaded and they can retitle their file. I'm going to pretend this is my W9.
They will then have to to your Certify message, which is configurable for the agency.
If I go back in and check the status, you can see it says Submitted.
Go look internally.
When you log in, the business forms will be located under Business Certification.
Access to this area is permission based.
Once I enter Business Certification, I will be able to see and sort by all fields appear at the top or select the plus to add additional fields to sort and search by.
Here I'm going to search for my vendor name.
Here I will see the record number, I will see the company name and the primary email address, the application that we're using business or vacation for when it was first submitted, the current status of the application, on the current effective and expiration date range.
When I select it to open up the application, the vendor info, which is from the main registration, will appear.
And here I can see how they completed everything in registration, including any additional classifications, contractor licenses, and the category codes.
If I've already been approved once for that application type, W9, in this instance, I can still see that I still have that certification turned on.
Business forms will be the actual application itself.
I can click on the W9 file to see the file.
Obviously, this is not EW9.
If a vendor uploads the wrong information, you can come in here and select Deficiency.
Deficiency status reasons.
The system will default to allow for other, and you can type in a reason.
In admin, you can create common deficiency reasons that you might see over and over again, so you don't have to reinvent the wheel each time.
I'm going to go ahead and hit save.
And notice the application is now in deficiency status.
Notice that the application is now in deficiency status.
If I return to the application and I go to notes and attachments and I hit edit, attachments and notes are internal notes in any other documentation you wish to attach to this application.
This is internal to your agency only.
The vendor will not see it.
Comments and history will have all of the application processes that has occurred since the first time the vendor submitted, and if I click on show more, I can see general information about their account as well as their original document.
Here, once they submitted, Alicia marked it deficient, and we can see the reason for the deficiency.
Back and forth, all the way through, we're going to keep a complete record of everything that happened on the application, including the date and time, and whether it was done by the vendor or the agency, and you can sort the company, and you can sort the comments by Vendor Updates, Agency Updates, and General Comments if we have marked any comments up here at the top.
As a vendor, your vendor will receive an email notification letting them know that their form is now deficient.
When they return to their application, they can see the deficiency status and the reason for the deficiency, and they can come in here and make their updates.
Now that I've resubmitted my application you can see now back on your slide that the application is again back in submitted status.
This time when you go to business forms and you review it, if it is correct, you can mark it approved.
The system will auto-default your standard approval date range, but you can come in here and adjust it at any time.
May also leave an approval comment.
Approval comment on business forms will be private internal to you.
You can also leave an approval comment.
Approval comments can be private to you or shown to the vendor on their application.
Here I set the expiration date for today's date, so I'm automatically expired.
In admin, you can set it so that the vendor will receive notification prior to expiration and on the date of expiration.
As well as internally, you can create a custom list of individuals who shall also be notified when certifications become expired.
In vendor management, the business form certification type will also show up under vendor type.
So now I can come in here and select the internal classification W9 and sort and search by every vendor that is approved for the business form.
If I go into bid management, if I go into bid management and I'm looking at a particular project and I go to the perspective bidders list, I will see any vendor that has an approved W9.
The W9 is searchable in bid information, when doing vendor outreach notifications, under vendor type.
It can also be used in restrictions under classification.
And finally, on the Bid Results tab, once the bid is closed, it will also show up on the vendor's information listed in Bid Results.
It will also show up on all of the reports tracking vendor activity.
And this concludes our training for business forms.
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