Looking up Current Suppliers or Setting up New Suppliers

Instructions on how to look up current suppliers in the Financial Management System or to request the setup of a new supplier.

This guide will cover:

• Information

• Looking up a Supplier in WyoCloud

• Setting Up a Domestic (Business or Individual) Supplier

• Setting Up an International Supplier

 

Information

The University of Wyoming maintains a Supplier database that includes information regarding Suppliers that conduct business with the University. To maintain current and accurate information:

• All prospective domestic Suppliers (business and individual) wishing to do business with the University must complete the online Supplier Self-Registration process.

• All prospective international Suppliers must contact the Procurement & Payment Services Department (new-supplier-request@uwyo.edu) to be registered.

This Quick Reference Guide will help you to understand the Supplier registration process.

 

Looking Up a Supplier in WyoCloud

Departments should determine if a Supplier is already registered with the University by searching for them using the Manage Suppliers tool in the Procurement module of the WyoCloud Financial Management & HCM system (WyoCloud) or by emailing the Procurement and Payment Services Department at new-supplier-request@uwyo.edu.

 

Step One:

• Login to WyoCloud and access the Procurement module

 

Step Two:

• From the Procurement module, select Suppliers

 

Step Three:

• Once in the Suppliers window, select the Tasks Toolbar tab

 

Step Four:

• Click and open Manage Suppliers

Step Five:

• On the Manage Suppliers page, you are able to search for the Supplier by keywords.

• when found, you may select the supplier to review/verify the Supplier's details.

 

If the Supplier does not show up on the Supplier list, your department can assist the Supplier with the registration process outlined below. If the Supplier needs to make changes to their information or reactivate their profile, the Supplier must contact Procurement and Payment Services at new-supplier-request@uwyo.edu.

 

Setting Up a Domestic (Business or Individual) Supplier

Departments that need a new domestic supplier set up in WyoCloud can direct the supplier to the Financial Affairs Website.  

From the website, click on Forms and then expand the Procurement and Payment Services section.  Under the Procurement section, there are a variety of forms/documents that the department should direct the Supplier to for reference and assistance:

• One Page Self-Registration Instructions for Suppliers - A one-page instructional document including links to the Individual or Business Supplier self-registration system.

• Quick Reference Guides that provide screenshots and commentary for the Individual or Business Supplier:

• Supplier Self-Registration Quick Reference Guide for Businesses - Quick Reference Guide to walk the business through each step of the self-registration system.

• Supplier Self-Registration Quick Reference Guide for Individuals - Quick Reference Guide to walk an individual through each step of the self-registration system.

• Supplier Application/Substitute W-9 form - This document is required for each prospective Supplier submission, and it must contain an authorized and original handwritten signature. Sole proprietors and individuals must sign for themselves; for other entities, an authorized person must sign the certificate.

Upon completion of registering, Procurement Services will still need to review and approve the online application.  Once approved, the supplier will be notified they have been approved via email. Departments should work with the Supplier to know when they have been approved so the department can begin the purchase process. For new address updates to existing suppliers, please contact the Procurement & Payment Services Department (new-supplier-request@uwyo.edu).

 

Setting Up an International Supplier

All new international suppliers will need to work with the department and Procurement and Payment Services Department (new-supplier-request@uwyo.edu) to register with the University.