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Vendor Registration

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Entry Into the FCS Vendor Database

Entry into the FCS Vendor Database does not constitute an open approval for FCS Schools and Departments to purchase from your organization.  All new entries will be tagged inactive until you are awarded a contract through competitive solicitation and/or until a school or user department requests activation based upon satisfaction of competitive thresholds as set forth by the FCS Board of Education Purchasing Policy and FCS Purchasing Regulations.
 
FCS has implemented a new online vendor registration portal. BEFORE accessing the portal link, please read the Vendor Registration Instructions below.

Vendor Registration Instructions

Forsyth County Schools appreciates your interest in doing business with our district. The Vendor Access portal allows companies to register as new vendors or update information in an existing vendor profile. Registration should be completed by an authorized company representative.

New Vendor Registration (Multi-Part Process)

  1. Select Vendor Access through the FCS Procurement webpage and sign in using your email address. Create an account and follow the prompts to enter your information and register your authorized user credentials.
  2. Select the Register/Create a New Vendor tab.
  3. Step 1: Enter the Business Name exactly as it appears on line 1 of your company’s official W-9 form. Then enter the company’s FID/SSN.
  4. Step 2: Vendor Information
    • Include a DBA if applicable.
    • Vendor Email: Provide the email address to receive Purchase Orders.
    • Website URL: Enter your company website URL.
    • Address Information: Enter the address as documented on the company W-9.
    • Bank Information: Do not enter banking information here unless you are an Individual/Sole Proprietor. You will be prompted to enter remittance bank information later.
  5. Step 3: Select all required fields for Delivery Methods for AP and Purchasing.
  6. Step 4: Add additional contact information as needed. Include dashes in all phone numbers.
  7. Step 5: Upload a current W-9 and completed Vendor Attachment form. The Vendor Attachment is located in the resource section (upper-right icon).
  8. Step 6: Review your entries and make corrections as needed, then select Submit.
  9. After submitting, a confirmation message will appear. Select I’m Done to continue.
  10. You will then be directed to a Welcome screen. Select Update Profile to continue.
  11. Location: Add a remittance (Accounts Payable) location by selecting the “+” symbol.
  12. Location Name: Enter the company name.
  13. Email Address: Enter the email address for receiving ACH payment notifications.
  14. Type: Select Accounts Payable.
  15. Address: Enter the physical address where mailed remittance (checks) should be sent.
  16. Delivery Method – Accounts Payable:
    • Select Mail if you only accept printed check payments.
    • Select Email & Mail if providing banking information for ACH/EFT remittance.

    The system requires a Purchasing delivery method to be selected. Choose Email/Mail or both. After completing all required fields, select Save.

  17. Bank Information: In the Accounts Payable location, select Update my bank account. Complete all required fields. Upload a letter containing official banking details on bank or vendor letterhead to assist with verification. Documents are available via the resource icon next to your initials in the upper right-hand corner.
  18. Contacts: Multiple contacts may be added to each location.
  19. Sign Out: Select your initials in the upper-right corner and click Sign Out.

Existing Vendor Updates

Existing vendors may update their vendor profile through the Vendor Access online portal. All updates will be verified by the Procurement and/or Finance Department prior to becoming active.

  1. Select Vendor Access through the FCS Procurement webpage and sign in. Create an account if needed and follow prompts to register your authorized user credentials.
  2. Link to an Existing Vendor: A vendor number is required. Contact the Procurement office to obtain this information. The company FID or individual SSN is also required.
  3. Company Name, Address, and FIN Updates: A current W-9 reflecting the updated information must be uploaded before changes can be approved.
  4. Remittance Address: To add a remittance address, create a new Location and select Accounts Payable.
  5. Banking Details: ACH/EFT banking information must be added only in the Accounts Payable location. Upload a bank letter or vendor letterhead document with the correct banking information.

    For individuals, an EFT Transfer Form is available in the document resource center (upper right-hand icon next to your initials).

Contact Information

For questions about this process, please contact the Forsyth County Schools Procurement Office: