Quick Access
1.Once logged into PaymentWorks, click on the landing page's Vendor Master Updates tile.
2. Ensure you are in the Onboarding Tracker view.
3. Click the Send Invitation... button located under the Filter Results panel on the left side of the screen.
4. Enter the required information and hit Send.
5. A pop-up confirmation will appear – select Ok to close it.
1. Navigate to the Setup and Manage Supplier page and ensure you are on the Suppliers tab.
2. Use the panel on the left side of the screen to search for the vendor via their name or vendor number. The results will dynamically update as you enter this information.
3. If the Connected column has a green dot, the vendor is registered with PaymentWorks and connected to UCLA. Vendors without a green dot have yet to be invited to PaymentWorks. If no results are found, the vendor has not been invited to PaymentWorks.
1. Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.
2. Find your vendor using the filter options on the left.
3. The vendor's color-coded Onboarding Tracker shows previous, current, and future onboarding steps. Use the Steps & Statuses and Colors & Icons articles to understand the displayed information and your level of access.
4. You'll automatically see the vendor's progress in list view; however, you can toggle to the details view by clicking the bottom-right arrow.
1.Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.
2. Find your vendor using the filter options on the left.
3. When the vendor's registration is complete, the Onboarding Tracker will turn green and you will see their Vendor Number under the Onboarding Complete circle. The vendor is now available to use.
If a vendor wishes to change their payment method, they must:
1. Navigate to the Connect tab.
2. Select "University of California, Los Angeles" in the Active Connections box.
3. The Registration page will appear. Scroll to the bottom of the page to find the Payment Method section.
4. Choose the new payment method from the dropdown.
5. Click Submit.
Troubleshooting & Help
PaymentWorks does not allow multiple invitations to be sent to a single email address. If you did not previously send an invitation, someone else may have.
To resend an invite:
1. Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.
2. Find your vendor using the filter options on the left.
3. Select the hyperlinked text under the first circle or second circle of the vendor's Onboarding Tracker. This will expand your view to the Invitation Detail section.
4. Click the Resend Invitation button.
5. The Resend New Vendor Invitation pop-up window will now open – select Send
If you see an error stating "This user has already begun the onboarding process," the vendor has claimed the invitation, and you are unable to resend it.
To correct and resend an invite:
1. Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.
2. Find your vendor using the filter options on the left.
3. Select the hyperlinked text under the first circle or second circle of the vendor's Onboarding Tracker. This will expand your view to the Invitation Detail section.
4. Click the Resend Invitation button.
5. The Resend New Vendor Invitation pop-up window will now open. Enter the correct email address under Contact E-Mail.
6. Select Send.
If you see an error stating "This user has already begun the onboarding process," the vendor has taken action on the invitation, and you are unable to modify it.
If the invitation is no longer needed and the vendor has not already claimed it:
1. Navigate to the Vendor Master Updates page and ensure you are in the Onboarding Tracker view.
2. Find your vendor using the filter options on the left.
3. Select the hyperlinked text under the first circle or second circle of the vendor's Onboarding Tracker. This will expand your view to the Invitation Detail section.
4. Click the Disable Reminders button.
5. A confirmation screen will appear. Select Ok.
The vendor will no longer receive emails asking them to register.
The vendor will receive emails until the registration is completed or the reminders are cancelled.
• 1st Reminder: 3 days
• 2nd Reminder: 7 days
• 3rd Reminder: 14 days
• 4th Reminder: 21 days
• 5th Reminder: 28 days
PaymentWorks has both articles and video tutorials to help you learn the system.
ARTICLES
To access initiator-specific help articles:
1. Select the Help tab in the top-right corner of your PaymentWorks screen.
2. Scroll to the For Initiators help section.
VIDEO TUTORIALS
Video tutorials are found throughout the PaymentWorks portal, and the content directly relates to where you are in the system. For example, to access the PaymentWorks Training Initiator Onboarding Tracker video, you can:
1. Navigate to the Vendor Master Updates page.
2. Verify you are in the Onboarding Tracker view.
3. Select the Video Tutorial button.
