Vendor Portal User Guide

• Overview
• User Accounts
  • New Users
  • Existing Users
    • Password Resets
    • Locked Accounts
• The Welcome Screen
  • Linking to an Existing Vendor
  • Registering/Creating a New Vendor
• Home Page
  • Using the Navigation Menu
  • Vendor Profile
    • Maintaining Profile Information
  • Vendor Activity
    • Purchase Orders
    • Invoices
    • Checks
    • Contracts

Vendor Access provides vendors with cloud-based access to information stored in The County of Marin’s financial system. 

Using Vendor Access, vendors can enter and maintain their contact and remittance information, and upload required documentation. 

A listing of the vendor’s current and prior purchase orders, invoices, contracts, and payments is available in Vendor Access. The platform does not currently include 1099 copies or allow for online invoice submission.

Vendors who access The County of Marin’s Vendor Access portal must create a Tyler Identity user log-in account. The user log-in account requires an active email address and a password.

When accessing Vendor Access, the application presents the Community Access sign-in screen with options to associate an existing log-in from Google®, Apple®, Microsoft®, or Facebook® with the Tyler Identity account. Or users can create a new account by clicking the Sign up link at the bottom of the screen. The Help link on this screen also provides detailed steps for password management, including setting up multi-factor authentication.

New Users

For first-time users, click the Sign in link on the Vendor Access landing page. Then click the Create an Account link at the bottom of the dialog box. 

Enter the valid email address you want associated with your user account, your first name, your last name, and optionally you may provide your mobile phone number.  Next, create a password that includes at least 8 characters, a lowercase letter, an uppercase letter, and a number. Then click Sign up to create your Tyler Identity account. The application will send a confirmation email with a verification code to the email address you entered.

Locate the email from ‘Community Access Identity’ to find the verification code. You may need to check your Junk email folder.  Select the 6-digit verification code text and copy/paste it into the verification window on the Vendor Access site. Lastly, click the Verify link.

If you wish to add an additional security method to your user account, you may optionally set up Google Authenticator, Okta Verify, or Phone based verification. Otherwise, click on Continue.

Existing Users

Note:  The Vendor Access portal launched on March 12, 2025. Personal user log-in accounts from the older Vendor Self-Service (VSS) portal did not transfer over. Please follow instructions above for New Users.

For existing users, click the Sign in link on the Vendor Access landing page. Then enter your registered user email address and click the Next button. Lastly, enter your password and click on Verify to log in.

Password Resets

If you forget your assigned password, click the Forgot password? link when you get to the password entry screen. Then click the link Send me an email. The Help link on the Sign in screen also provides detailed password retrieval instructions. The County of Marin does not have access to individual accounts or passwords.

Locked Accounts

If a user's account is locked, clicking the Unlock Account? link on the Sign in screen provides the steps to unlock the account. The County of Marin does not have access to individual accounts or passwords.

When you log in to Vendor Access for the first time, the Welcome to Vendor Access screen provides options to establish a link to an existing vendor record, or register/create a new vendor record. Once a vendor profile is established, this screen is bypassed, and users are taken directly to the home page.

The options available on this screen are as follows:

• Link to an existing vendor—This option associates the currently logged in user with an existing vendor account that has been established with The County of Marin. The vendor number and the federal identifier (FID) or a Social Security number (SSN) are required to verify the account. See Linking to an Existing Vendor for more information.
• Register/create a new vendor—This option creates a new vendor profile. It is used when the vendor does not have an existing vendor account with The County of Marin. The user must complete the steps to establish the vendor profile, such as providing the business name, location, contacts, and payment information. Afterwards, The County of Marin’s Department of Finance needs to approve the vendor's account information before the vendor can be issued purchase orders, contracts, or payments. For more details, see Registering/Creating a New Vendor.

Additionally, this screen includes Resources and User Information/Sign In buttons in the banner. These options are found on all Vendor Access screens. 

• Resources—This button provides access to useful links and documents The County of Marin has added for vendors.
• User Information/Sign In—Clicking this button provides the name and email address of the user who is currently logged in through Tyler Identity, as well as an option to sign out. If you sign out, the button changes to a Sign In option and you must enter a valid Tyler Identity user name and password to sign in again.

If you already have an existing vendor record in The County of Marin’s financial system, follow the steps below to link your User Account to the Vendor Record.

1. Follow the steps for New Users to create your personal user account on the new Vendor Access portal. This portal platform replaced the previous Vendor Self Service (VSS) platform on March 12, 2025 and personal VSS user accounts did not transfer over.
2. On the Welcome Page, click the Link account button on the Link to an existing vendor tile. 
3. Enter the vendor number (as established in The County of Marin’s financial system) and the vendor's federal identification number (FID) or Social Security number (SSN) to search for the existing vendor record.
   1. The Request your vendor number link provides the contact details for Department of Finance Accounts Payable unit.
4. Click Find vendor. The application will search and retrieve the vendor information stored on the vendor record in The County of Marin’s financial system.
5. If this is the correct vendor, click Next. If not, click That's not me to return to the previous screen to re-enter the vendor information and correct any errors. 
6. The application provides the name and email address of the logged-in user. Enter at least one phone number to use for this email address and then click Next.
7. The application saves the information and sends a validation PIN code to the main email address on file within the vendor profile. The specific email address will be shown on the screen, so you can follow up as needed. Please note that this automated email may sometimes be found in the Junk email folder.
8. To complete the linking process, you will need to obtain the PIN code from the owner of the main email address and enter it within 36 hours.  If the PIN expires before you can enter it on the portal, you may select the Regenerate PIN option to have a new one created.
9. Enter the PIN validation code and click on Validate PIN to complete the linking process.
10. Click Go to Vendor Access to open the home page. Invoices, purchase orders, and other such data that are associated with the existing vendor are now linked and searchable through Vendor Access.

Note: Clicking Cancel at any point during the registration process exits the registration screens and removes all of the entered information.

Before you can create a new vendor record, you must first create a User Account following the steps shown above. If you already have a vendor record, please follow the instructions for Linking to an Existing Vendor instead.

1. Follow the steps for New Users to create your personal user account on the new Vendor Access Portal. Then follow the steps below to complete the vendor registration process.
2. On the Welcome screen, click the Register button on the Register / create a new vendor tile.
3. The program will present screen 1 of the Vendor registration process with fields for the Business name and the vendor's federal identification number (FID) or Social Security number (SSN). 
   1. The Business name indicates who will receive payment. 
   2. All fields marked with a red asterisk (*) are required.
   3. Complete the fields and click Next to continue. 
4. The program will present screen 2 of the Vendor registration process with fields for Vendor information, Address information, and Bank information.
   1. Enter vendor information: Doing business as, Vendor email, and Website
   2. Enter address information: Address, City, State, and Zip code
   3. If your organization accepts Electronic Funds Transfer (EFT) payments, click the Update my bank account button and enter the Routing number, Account number, and indicate if the account type is Checking or Savings. Then click Save.
   4. Click Next to continue.
5. The program will present screen 3 of the Vendor registration process with fields for Small Business Certification and delivery methods.
   1. Small Businesses and businesses owned by historically disadvantaged entrepreneurs may qualify for certifications from state and federal agencies. These certifications can help your business be more competitive for some types of government and private contracts. The County of Marin recognizes the following small business certifications:
      1. Small Business Enterprise Certification (SBE) – California Department of General Services: Small business certification that provides preference for qualified contracts with the State of California
      2. Disabled Veteran Business Enterprise (DVBE) – California Department of General Services: Certification for Disabled Veteran business owners
      3. HUBZone Business Enterprise – US Small Business Administration: Certification for businesses that operate in federally designated zones. Includes Marin City, Novato, and East San Rafael (Canal)
      4. Small Disadvantaged Business Enterprise – US Small Business Administration: Small business certification that provides preference for qualified federal contracts. 
      5. Women-Owned Small Business Enterprise Certification: Certification for women-owned small businesses 
   2. If your organization has one of the above certifications, select the corresponding check box and then the plus (+) button to Add Certificate.
   3. Enter the certificate information: Agency, Issue date, Expiration date, and Notes.  Then click Save.
   4. Enter the delivery methods: select the check boxes for Accounts payable by Email and Purchasing by Mail.
   5. Click Next to continue.
6. The program will present screen 4 of the Vendor registration process with fields for Contacts.
   1. Enter the contact information for yourself: Type, Phone, Fax number, Mobile phone, and Description.  The description can be used to identify your title or role within the organization.
   2. Click Next to continue.
7. The program will present screen 5 of the Vendor registration process to upload Documentation, as applicable to you or your organization.
   1. Upload Required Identification Document: W9/W8BEN/W8BEN-E/County ID
   2. Upload Required Payment Method Document: Void Check/Bank Letter/Opt-Out
   3. If your organization did not provide a physical address within the State of California, Upload Required CA Non-Resident Form 587/590
   4. For each document, locate the document type on the screen and click the up arrow (↑) to Add document. Click Select files to choose a file from your directory, or drag and drop the file into the upload window, and click Done.
   5. Click Next to continue.
8. Review the information and click Submit to complete the registration. To make changes, either click the step or click the Edit option beside the step heading to return to that step to update the information. Click Review to return to the final step.
9. Once the vendor registration is submitted, the program provides a confirmation message. Click I'm done to continue to the Vendor Access home page. 
10. Important! Please inform your contact with The County of Marin that you have completed the registration process so your vendor profile can be reviewed and activated.

Once a vendor profile is established, the Vendor Access home page serves as the primary landing page when users log in to Vendor Access. It provides the vendor’s profile information and access to other options, such as Purchase Orders, Invoices, Checks, and Contracts.

This screen also provides any announcements, if applicable.

The bottom of the home page provides overview information about a portion of records associated with the vendor. These are informational only. To access all records and their details, use the navigation menu on the left.

Using the Navigation Menu

The navigation menu serves as the primary means of navigating through the Vendor Access application. Clicking the Menu button at the top of the page hides or displays the navigation menu. 

The Vendor Profile provides essential information about the vendor, including associated locations, contacts, payment terms, and uploaded attachments.

Maintaining Profile Information

In addition to selecting Vendor Profile in the navigation menu, the Update Profile option on the home page provides access to the Vendor Profile page. 

Locations

The Locations tab provides information for a selected location associated with the vendor, including the remit address, contact names and phone numbers, and accepted delivery and payment methods.

The Add and Edit options in each group allow vendors to maintain the information.

To view or maintain a different location, click the Location list and select the location. The screen refreshes to show the information for the selected location.

To add a new location, click Add, complete the fields to define the location, and click Save.

Click Update my bank account to add or change bank account information connected with this location.  All banking information must be supported by a voided check or a bank account verification letter from a banking institution.  Please upload a Void Check or Bank Letter when adding or changing banking information.  Changes to banking information will also require verbal confirmation prior to activation.

The View option allows you to show or hide bank account information for privacy and security.

Contacts

The Contacts group provides a list of contacts associated with the selected location. If no contacts exist, use the Add option to enter a new contact.

Clicking the More (...) button displays a list of available actions for each contact record.

The Edit Contact and View Details options provide information about the selected contact. The Edit Contact window provides access to the fields to update the information whereas the View Contact window is informational only.

Attachments

The Attachments tab displays a list of attachment types that may apply to you.  Please review the list of required attachments closely, as missing documentation will delay the activation or reactivation of your vendor profile. 

Clicking the Upload button provides the Add document dialog box for selecting the file to attach from the workstation.

The selected attachment is added to the vendor profile.

To delete an attachment, click the arrow in the Actions column to expand the group, and then click Delete.  Please only delete files uploaded by accident, as historical records should be kept on file.

Purchase Orders

Purchase Orders provides a list of purchase orders issued.

The Last 7 Days and Last 30 Days filters allow you to quickly view the purchase orders that have been issued in the past week and past month. Filters can also be applied by purchase order number, description, open amount, total amount, or status. 

Clicking the arrow for a purchase order provides additional details.

Invoices

Clicking Invoices provides the vendor's invoices that have been received and entered into The County of Marin’s financial system for approval and payment.

Checks

Clicking Checks displays a list of payments that have been issued to the vendor, including EFTs and printed checks. 

The checks can be filtered by the last 7 days or the last 30 days. Clicking the Filter option provides additional fields to apply specific filter criteria to the results, such as a check number, date, or amount.

Clicking the arrow for an individual check provides additional information, such as the invoice associated with the check. Select the invoice to view the full invoice details.

Contracts

The vendor's associated contracts are provided in the Contracts section. 

Click the arrow for a contract to view the contract details, including a summary, general information, the contract balance, available amount, and any associated items.