VCI (Service) Vendor Invoicing

This article will review the vendor invoicing portal for student services. To accomplish this you will need to be an active vendor with Springs and have been issued a Purchase Order.

Step 1: Accessing the vendor invoicing portal

A link to the vendor invoicing portal will be included in the body of every email containing a Springs purchase order, but will also be found here in the Vendor FAQs.

1. Navigate to the login page by clicking the "Current Vendor Log In" button on the Vendor FAQs page.
   
2. You will be taken to the Vendor Portal, where you can log in. You must use your vendor email on file to access your account. Enter your credentials and click the "Sign in" button to proceed.
   
   1. If this is your first time accessing the portal you will need to complete the "Forgot your password?" steps to setup your password.
      
   2. Choose a secure password that is at least 8 characters long with uppercase letters, lowercase letters, and special characters. Click "Change" to proceed, and once you have set your password, you can sign in.
      

If you receive an error message at any point during this process reach out to Purchasing@springscs.org.

Step 2: Viewing your purchase orders

Once you've gained access you will be brought to a list of active purchase orders issued to your vendor. You will be defaulted to the current school year but can use the school year filter to view Purchase Orders from previous years.

1. You can search by PO # or student name by using the search bars at the top left of the page.
   
2. You can search through your Purchase Order history from previous school years by selecting the year in the "School Year" drop-down menu.
   

Step 3: Invoicing your purchase orders

Each row will contain a single purchase order billable a single time per the details. Narrow down your results with the filters at the top left of the page (see Step 2).

1. You can select the blue ID number to view or download the PDF purchase order if needed.
   
2. Once the invoiceable date has occurred, the "Mark Complete" column will allow you to select "Invoice full" or "Invoice partial".
   
3. To complete the process click the "Submit" button in the lower right corner to invoice all POs you've entered values for.
   
4. Type your full name at the bottom of the window to confirm that the services have been completed. Once this has been completed, your invoice should be successfully submitted.
   

If you encounter any errors during the process please contact marketplace.purchasing@springscs.org.

To follow up on payments invoiced, please contact accounts.payable@springscs.org.

Note on Payment Terms: Our standard terms are Net 30. We will issue payment within 30 days of receiving your invoice, contingent upon the successful delivery of goods or services.