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New Supplier Registration Process

11/30/17

As your Business Officer may have shared with you, Procurement and Business Services has been busy working on updates to the supplier registration process to help safeguard the University and ensure that the suppliers we have available to you are reputable companies.

Currently we are finalizing the new process and will be having our top suppliers come in and test the new process in mid-December.

Along with this new process, we are cleaning up the supplier database in buyWays to ensure that all supplier profiles are up to date and accurate. Any supplier that Clemson University has not done business with, or has conducted only limited business, within the past two years will be inactivated.  If you have an urgent need to have a supplier added between December 8th and 15th, please contact Shirley Alexander.

Detailed information and training snippets on the new process will be available on 12/18.  Below is a schedule of what is to come. ­

Updates will be posted to this site as we make this transition.  New training items and more specific details will be added as new features and processes go live.  Check back for updates.

Update What is it Who's Affected Estimated Start Date
Current Registration Site Down On this date, no registration site will be available Suppliers 12/8/17
Clean-up of Current Suppliers Review of all suppliers in buyWays, inactivate suppliers not used Suppliers 12/8/17
New Supplier Registration Process Live New process for suppliers to be registered Campus and Suppliers 12/18/17
Payment Policy Updates New payment options will be available Suppliers 12/18/17
Training Updated online training for Campus and Suppliers Campus and Suppliers December 2017 and ongoing
Change Orders Change orders to current PO's Campus and Suppliers Spring 2018
After the Fact Orders Policy for orders placed without a purchase order Campus and Suppliers Spring 2018

FAQ’s

Why are we making changes?

Recently, there have been multiple successful phishing attacks and security breaches at other Higher Ed schools.  These attacks are focusing more on supply chain and procurement where significant money transacts.  Our goal is to improve the process while protecting the University at the same time.

All suppliers will have their information vetted prior to becoming active in our system. Simply put, we are going to ensure that they are who they say they are and take the extra step to ensure we provide quality, reputable companies for you to do business with. 

Clemson University is managing the conversion and administration of supplier’s receiving electronic payments as the default method of payment and moving away from making payments via paper check.  There will be two payment options available for domestic suppliers, Paymode and TigerPay while the only available option for international suppliers will be via wire. Checks will only be issued on a limited and rare occasion. 

What changes are being made?

Procurement and Business Services has updated the process in which a supplier will register to do business with Clemson to include a vetting process to ensure that they are a reputable business.

Who will be affected?

All suppliers will be affected. The top 2500 suppliers will have to update their profile in buyWays.  Suppliers that have been inactivated will require a valid business need to be invited to register.  (see details below)

Going forward, campus will need to request a supplier to be invited in the new process. This is to ensure we don’t have suppliers in the system that aren't being utilized. The request will be in buyWays with a few simple questions.  Procurement and Business Services will then make the determination and invite the supplier to register.

Related Orgs will not be affected with this new supplier registration process.

What if I have an open PO with a supplier, will they be inactivated?

No, suppliers with open purchase orders will not be inactivated.

What do I do if I need a supplier added between 12/8 and 12/15?

During the interim (12/8 through 12/15) where there is no supplier registration portal, contact Shirley Alexander with a request for supplier addition.

I can't find my supplier in buyWays (after 12/15), what do I do?

If you find there is a need for a supplier, and the supplier is not in buyWays, follow the steps:

  • Complete the Supplier Request in buyWays. Information that will be required to complete the request:
    • Supplier name
    • Tax ID
    • Contact name/Email address
    • Type of supplier
    • Product or service being provided
    • Ordering frequency
    • Reason for supplier request
  • Once the Supplier Request has been completed and submitted, the Supplier Request will route to the appropriate Buyer for approval. You will receive an email indicating that the request has been approved/rejected by the Buyer. If approved by the Buyer, the supplier will receive an invitation to register into buyWays.

  • Once the supplier successfully completes the registration, the Supplier Relationship Manager will begin the vetting process and approve or reject the registration. You will receive an email informing you that the supplier profile has been accepted and added into buyWays, or rejected.

  • If accepted, the supplier will become available to receive purchase orders and payments in buyWays. 

How will suppliers register in the new process?

Suppliers will be invited by Procurement and Business Services to register once it is determined that there is a need for that supplier.  Due to this new vetting process, it will take longer for the supplier to become active in buyWays.

What do the suppliers need to know?

Suppliers that are new to Clemson, will be required to register before receiving any orders.  Only suppliers who are invited to register will be able to complete the registration process.   An email invitation will be sent to the supplier to complete once a need has been identified. 

The registration will capture key information about the supplier.  Procurement and Business Services will review registered supplier profiles when considering suppliers for ordering.

Suppliers who do not receive an invitation from Clemson, will still be able to register with the University in our bidding system as a bidder where they can potentially earn future Clemson business.