IMPORTANT NOTICE - PLEASE READ BEFORE YOU REGISTER!
The City of Charlottesville has SAP software that includes on-line vendor registration and maintenance. It allows you, at no cost, to register for selected commodities or services, as well as the ability to maintain your information. If there are changes in your company, such as representatives, addresses, phone, fax numbers or email addresses, you will be able to update the information yourself! The software features additional capabilities and provides City department’s better access to vendor information. This increases your opportunity to do business with the City. There is no fee to register!
Step 1: Download Instructions: (These are Word documents that you may view or download and print.)
If you were an existing vendor for the City of Charlottesville prior to July 5, 2005 a User ID and password was forwarded to you on July 11, 2005, via US Mail or E-mail. If you have not received this information or if you have lost or forgotten your password, please send an e-mail with a subject line of "Password Request".
How to Register as a Vendor - Click this link to access instructions on how to register. Note: A representative will review your registration, and if approved, a user ID and password will be e-mailed to the address provided in your registration. The City cannot process a vendor registration without a tax id number. Please be sure that you have included this information in your registration. How to Log On Using your User ID and Password – Click this link to access instructions on how to log on to SAP once you have received your user ID and password.
Password Policy:
- Passwords expire every 90 days
- Password must be different
- The password must be exactly 8 characters in length (additional characters are ignored)
- The password must contain at least one numeric character between 0 and 9
- The password must contain at least one alphabetic character (A-Z)
- Upper/lower case letters are treated the same in SAP, i.e. A is the same as a
How to Select the Goods and Services you Sell – click this link to access instructions on how to select the commodity codes for the goods and services that your company sells. Note: Once you select your commodity codes City Departments are able to access this information.
– click this link to access instructions on how to select the commodity codes for the goods and services that your company sells. Note: Once you select your commodity codes City Departments are able to access this information. How to Update Vendor Information – click this link to access instructions on how to make changes to your company information, e.g. representatives, address, phone, fax, etc.
Step 2: Begin Registration: (Click on the "Here" link to proceed to the registration page.)
Click here to begin your registration. Make sure that you have read the instructions portion of this page prior to beginning your registration.
If you have difficulty with the registration process or accessing the registration site and you have already followed the instructions provided in Step 1 above then please e-mail purchasing@charlottesville.org. Describe the issue and provide contact information so a representative may contact you.
More information on How to Do Business with the City.
Step 3: Vendor Accounting (Electronic Invoicing & Payment) Requirements
Electronic Invoicing
An email address has been set up for the Accounts Payable Department to receive electronic invoicing. A vendor may email the Accounts Payable Department with questions, invoices, statements, etc. This will be monitored daily by the Accounts Payable Department. E-mail feedback/finance@charlottesville.org.
Payment Requirements
Vendors who do business with the City of Charlottesville are required to complete a Federal Form W-9, Request for Taxpayers Identification Number. The City is required by the Internal Revenue Service (IRS) to collect this information to meet IRS filing regulations. Vendors receiving $600 or more in payments in a calendar year will receive a Form 1099 Misc., Miscellaneous Income form. Vendors submitting invoices to the City must have a current Federal Form W-9 on file with the Finance office.
Federal Form W-9, Request for Taxpayers Identification Number
Step 4: Review Terms & Conditions for the City
Step 5: Review License & Permit Requirements