Vendor Self Service (VSS) Status and Guidance

Vendor Self Service (VSS) Status and Guidance

Process Description:  This guide is an overview of Vendor Self Service (VSS) and State of Colorado policy on maintaining these vendor records. VCUST records created through ColoradoVSS https://colorado.gov/vss  have a vendor code prefix of VS5*. Additionally, vendors can contact the VSS Help Desk vsshelp@state.co.us and request to claim and manage an existing vendor record through VSS. When a vendor is active on VSS, they are responsible for most vendor modifications with the exception of EFT information, which is always managed by Central Accounting and Vendor Operations (CAVO). When information on the VCUST table needs to be changed, you should first check to see if the vendor record is managed through VSS. If it is, direct the vendor to https://colorado.gov/vss  to access their account and make the change. If the vendor is having problems modifying their account you may refer them to the ColoradoVSS Resources site https://vss.state.co.us  or vsshelp@state.co.us. Please note that the usage of VSS is optional.

1. In CORE, with the Page Code option selected, type VCUST in the Global Search bar and hit Enter to go to the VCUST table. Find the vendor record by inputting the vendor code in the Vendor/Customer field or a combination of the vendor’s Legal Name and Taxpayer ID Number (TIN). You can refer to the Find a Vendor by Searching the VCUST Table job aid by emailing the CAVO Team state_centralapproval@state.co.us. After searching for the vendor record and clicking View on the horizontal three-dot menu, you can see the VSS Registered field on the Vendor/Customer tab under Account Indicators.

   

2. Go to the Vendor User tab by clicking the three horizontal dots and selecting Vendor User. If no users are listed here, then the vendor is not active on VSS. Submit your vendor modification with appropriate backup documentation to state_centralapproval@state.co.us . However, there most likely will be at least one vendor user listed here, so click the arrow left of the User ID to expand it and view the vendor’s contact information. You can also click the cog wheel on the top right of the grid to Configure Columns, and select Email and Phone.

   

   If the vendor needs to update their CORE record, contact them and tell them to log in to https://colorado.gov/vss and make the change. Vendors can modify addresses, contacts, DBA, Legal Name, Commodity Codes, and Business Types through VSS. 

   There are exceptions for certain modifications. These are handled by CAVO.

   1. CAVO handles inputting and updating EFT information for the vendor. The vendor will need to fill out the proper paperwork and provide this to the paying agency. Agency instructions for EFT Setup/Change can be provided by contacting the CAVO Team state_centralapproval@state.co.us.
   2. CAVO will handle certain cleanup on the address tables, particularly if an address is invalid or a duplicate.
   3. If a vendor needs to change their Taxpayer ID Number (TIN), they should either create a new vendor account through VSS or submit a W-9 and the agency can create a new vendor record. If the new TIN already exists in CORE, then the vendor will need to use that record.
   4. Vendors cannot discontinue their own records through ColoradoVSS. Once the information below has been obtained, please send an email to the CAVO Team.
      1. TIN
      2. Legal Name
      3. Confirmation to discontinue
      4. If they are using a new TIN, please have them provide this information.
3. CAVO handles approval for all VSS Modifications and Certifications. These are synced from the ColoradoVSS site into CORE every hour on the half-hour and are typically approved within one to two hours. If a vendor indicates that they have submitted a modification, but you do not see it in CORE, wait an hour and email state_centralapproval@state.co.us. We can check the status and will process the VSS Modification. After CAVO approval, the CORE vendor record is updated and can be used immediately.