Search for an existing vendor

Last updated: 2024-04-11

This is the first step for vendors new to VRS. The vendor representative, who will be the Vendor Admin User, will search the existing database. If the vendor record is found, they will request Vendor Admin User access. If the vendor is not found, the Vender Admin User will create a new vendor record.

Requirements:
  • Each vendor MUST have a Vendor Admin User MUST have a Wisconsin Access Management System (WAMS) ID to log into VRS.
  • Each Vendor Admin User MUST have a Wisconsin Access Management System (WAMS) ID to log into VRS.

 

  1. The Vendor Admin User logs into VRS. Go to VRS Logon Process for details.

  2. On the Vendor Lookup (search) screen, enter Vendor Name or Vendor ID (enter at least 3 characters).

  3. Select the search icon. Do not click the <Next> button as the search must take place first.

  4. If the vendor is not displayed in the search results, click <Next> and register as a new vendor in VRS. Go to Register as a new vendor to complete this process.

  5. If the search results return one or more vendors, determine if any of the vendors listed matches the vendor in question based on the information provided. Vendor information includes vendor name, address, vendor phone number, current Vendor Admin user, and obsolete date. Four possible scenarios may occur. Select the appropriate option for details.

    1. No Vendor Admin User (and not obsolete) - Upon selection of a vendor record and no Vendor Admin User is assigned, complete the steps below:

      • Select the vendor record row.

      • The Vendor Access pop up window will appear. Respond to the question "You are not associated to this vendor. Would you like to request access to "Vendor Name"?. Click <Yes> to proceed or <Cancel>.

      • If yes is selected, the Vendor Access Request pop up window appears. This window is auto populated. The Vendor Admin User must select their officer title and click <Submit>.

        Requirement: After requesting access to the vendor, close the current VRS session/browser tab. The Vendor Admin User needs to wait for WisDOT to complete the review and approval process before proceeding. The Vendor Admin User will receive an email notification indicating that the access request has been approved.


      • The Vendor Admin User request will be reviewed and either approved or denied.

        • If there is no vendor admin currently assigned to the vendor, WisDOT Agency Admins will receive the request and verify with the user requesting this change.

        • If this request is to replace the current Vendor Admin User, the current Vendor Admin User will receive the email and make the decision to approve or deny the request.

      • The Vendor Admin User will receive an email notification similar to the one below that the access request is approved. The Vendor Admin User MUST click <LOGIN> at the bottom of the email to be directed to VRS to logon with their WAMS ID again. The VRS home screen with display the new vendor or the new vendor in addition to other vendors the user has access too. The Vendor Admin User can select the vendor record and proceed with the Update an existing vendor process.


    2. Change Vendor Admin User (and not obsolete) - Upon selection of a vendor record and the user logged on is not assigned as the Vendor Admin User, complete the steps below:

      • Select the vendor record row.

      • The Vendor Access pop up window will appear. Respond to the question "You are not associated to this vendor. Would you like to request access to "Vendor Name"?. Click <Yes> to proceed or <Cancel>.

      • If yes is selected, the Vendor Access Request pop up window appears. This window is auto populated. The Vendor Admin User must select their officer title and click <Submit>.

      • The Vendor Admin User request will be reviewed and either approved or denied.

        • If there is no vendor admin currently assigned to the vendor, WisDOT Agency Admins will receive the request and verify with the user requesting this change.

        • If this request is to replace the current Vendor Admin User, the current Vendor Admin User will receive the email and make the decision to approve or deny the request.

      • When the Vendor Admin User request is approved, the user will receive an email. Click <Login> on the email which will direct the user to VRS to begin the vendor information update process.

    3. Obsolete Vendor (and user logged on is the Vendor Admin User) - Upon selection of a vendor record and the user logged on is the Vendor Admin User but the vendor is marked obsolete, contact the WisDOT Agency Admins at AWPSupport@dot.wi.gov. The WisDOT Agency Admins will work with the vendor admin to un-obsolete the vendor account and ensure all business information is up-to-date.

    4. Obsolete Vendor with no Vendor Admin User - Upon selection of a vendor record and the user logged on is not assigned as the Vendor Admin User plus the vendor is marked obsolete, contact the WisDOT Agency Admins at AWPSupport@dot.wi.gov. WisDOT Agency Admins will work with the Vendor Admin User to un-obsolete the vendor account and ensure all business information is up-to-date.

  6. Regardless of which scenario occurred above, the Vendor Admin User is required to log onto VRS and update all Vendor Profile and Officer information.

    1. On the Vendor Profile window , enter all the required fields using the Vendor Profile data entry guidance for guidance.

    2. On the Officers window, enter all the required officers and their required information using the Vendor Officer data entry guidance for guidance.