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Before you send an invite, make sure you have the vendor’s name, email address, and a short description of what they will be providing (good, service, or both).
Instructions
1. Log into PaymentWorks by clicking the link under My Tools card on Ellucian.
2. Click “Vendor Master Updates” then "Onboarding Tracker".
3. Click Send Invitation on the lower left of the screen -
4. Complete the following information -
Company/Individual name: type in the vendor’s name as you know it
Contact E-Mail: correctly type the email address of where the invitation needs to go
Verify Contact E-Mail: re-type the email address
Description of Goods and Services: provide a short description of what is being provided. Examples: office supplies, membership dues, training, software, speaking engagement, referee, subscription, etc.
Initiator Department: SDM Department initials-Your name Example: SDM CEE-Marie
Initiator Phone Number: 605-394-xxxx Example: 605-394-6343
5. Reason for inviting this supplier: choose the most appropriate option -
6. Personalized Message: This message is limited to 280 characters. Identify yourself and provide personalized information in this message. By providing more details, it helps the vendor identify who this email is from and what it is for. This information will be supplied in the email invitation that is sent to the vendor from PaymentWorks.
Example: SDM is implementing a new payment process with PaymentWorks and we need you to register with us as a vendor when you receive the invite to do so. Thank you!
7. Click Send on the lower right -
8. After you send the invite, refresh the main list of invites sent on the “new vendors” tab to ensure your invite says “Delivered” under the “Invitation” column. You may need to refresh the page in order to see the status of the invitation. You can refresh by pressing the “F5” key on your keyboard or clicking the “PaymentWorks” logo, then Vendor Master Updates.
> If it says “Undeliverable” you need to resend the invite. To do this, click the blue link, “undeliverable” under the Invitation column.
> Click Resend Invitation
> When you click Resend Invitation, the original invitation will populate. Change the contact e-mail address to the correct address the invitation should go to. Make sure to verify the email address before clicking “Send” again. When completed, click Send.
You can look on the New Vendors tab and see the progress of the registration. If you do not receive an automated email with the vendor ID after a few days, or you see the below situations, both say “not started” under New Vendor Registration column, feel free to send a follow up email to the vendor. You can ensure them that the registration is safe and secure. By registering with PaymentWorks, it helps strengthen controls surrounding payee onboarding for payees conducting business with South Dakota Mines. The vendor will also be able to see any payments the BOR has initiated. The check number will populate on the vendor’s invoice tab after payment is made.
To quickly search for the vendors you have previously sent an invitation to, you can search on the left side of the website, on the new vendors tab/onboarding page on the Invitation Initiator. Type your first and last name in this section, and it will bring up all vendors you have ever sent an invitation to.
An example of the email the vendor will receive -
TIP - Send an email prior to sending the invite - Example:
Good Morning Vendor,
Dr Johnson from the SD Mines Chemistry department forwarded me an invoice (#1234) from you. University of North Texas is not currently set up in our finance system at South Dakota Mines. I wanted to let you know you will be soon be receiving an email from PaymentWorks. If you need to forward the email to someone in finance/accounting, please do. By registering with PaymentWorks, you will be able to electronically complete a W-9 as well as sign up for direct deposit.
Example of the email you will receive after the vendor ID has been created -
