Supplier FAQ

​Follow the steps in the registration guide.

​Reach out to Supplier Support to confirm.

​If your company is registered in OregonBuys, your Seller Administrator can add you. If you don't know who your Seller Administrator is, Supplier Support can identify them for you.

​Reach out to Supplier Support. They will ask that you provide a W9 and a statement on letterhead asking that the admin be changed.

​Your company name in OregonBuys should align with your businesses legal name, as stated on the 1st line of your W9. If this does not include your DBA, your name in OregonBuys should not include your DBA.

The IRS decides when a business needs a new Employer Identification Number (EIN). You can check their guidelines here: When to get a new EIN.  If your business has changed in a way that requires a new EIN, please contact Supplier Support. You may be asked to provide supporting documentation. 

Keeping this information current ensures the accuracy of your business records, contracts, and tax reporting.

Please note: Updating OregonBuys does not automatically update your information with other state systems or agencies. Depending on your business activities, you may also need to notify: 

• Oregon Secretary of State, Corporation Division
• Certification Office for Business Inclusion and Diversity (COBID)
• Bureau of Labor and Industries (BOLI)
• Construction Contractor’s Board (CCB)

This list is not comprehensive. Make sure to check with any other state agencies you work with to find out their requirements. 

If your business already has a contract with a state agency, contact the person who manages the contract to ask about updating your information in the state’s financial system.

​For Login ID/Password issues, you can use the "Forgot User ID" and "Forgot Password" links shown on the popup when you click "Sign In" on the homepage. For continued issues with logging in, reach out to Supplier Support. 

​Reach out to Supplier Support, or look under Organization Information if you have a Seller Admin Role.

​If you entered an incorrect Tax ID when registering (typo), reach out to Supplier Support to have it changed. If your Tax ID has changed, you can re-register with the new Tax ID and reach out to Supplier Support if your old account needs to be deactivated.

​Reach out to Supplier Support. They will ensure you have no open documents and deactivate the account.

​Your seller administrator can update your company's general mailing address under "Maintain Organization Information", then "Addresses". Remit addresses are not updated from within OregonBuys, you must reach out to the agency you work with to have their AP staff update the financial system(s) - TEAMS for ODOT and R*STARS for other state agencies.

​Buyers/Agencies can filter through vendors based on the NIGP codes that are selected on Vendor profiles and, once a list of Vendors has been selected, they send a notification to the selected Vendors.

Just having the NIGP code doesn't guarantee a notification will be sent. However, it helps the Buyer filter through all registered vendor accounts and increases the possibility of them sending a notification.

If you'd like to receive email notifications for updates on specific bids (such as changes to the bid, bid closing dates and awards), you can do so by pulling up the bid on our site, scrolling down to the bottom of the bid page, and selecting Follow. You can also see the NIGP codes selected for the solicitation by the Buyer on this page under the Item Information section.

Here is a guide on updating/managing your NIGP codes:
NIGP Codes (scroll down to Maintaining Commodity Codes and Services).

Please note that you will need to be in the Seller Admin view in order to update NIGP codes. You can switch to Seller Admin by clicking the person icon, selecting Seller, and switching it over to Seller instead.

​Reach out to Supplier Support to be put on the suppressions list. Please be aware that removing your email from our mailing list will stop all emails from the site. This includes login assistance emails, security tokens, and purchase order notifications. 

​See the Guidance Documents below for navigating Bids in the system: 

• Bid opportunities - find open or closed opportunities
• Bid opportunities - view the electronic responses received on an opportunity 
• Bid response - submit an electronic response to a Bid 

​You can switch to Seller Admin by clicking the person icon, selecting Seller, and switching it over to Seller Administrator instead.

​Visit the Supplier Resources webpage.

​Note that not all state agencies pay invoices through OregonBuys. If the agency does use OregonBuys, you can use the system to check an invoice’s status. Here are the steps:  

1. Log in to OregonBuys.
2. Ensure you are in Seller role (not seller administrator).
3. Locate the invoice. There are a few options:

1. Option 1: Use Advanced Search Features.
1. Select the gear icon, then Advanced Search. 
2. For Document Type, select Invoices.
3. Use available fields to narrow your search.
4. Click Search.
5. The status will display in the second column from the right. 


2. Option 2: From the home screen select the Invoices tab.
 

1. Click Invoices Submitted.

Below is an example of invoice statuses for a mock vendor in the system. The statuses are in the far-right column:

Status Key: