Vendor Portal Help Topics
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1)
Starting a ‘New Application’
2)
Starting an ‘Application Renewal’
3)
Accessing your Application
4)
General Rules for Completing your Application
5)
How to Leave a Screen Without Saving it
6)
How to Input Data into a Field and Save a Screen
7)
Filling out the Store Grid within the Operations Screen
8)
How to Create a Price List for an Independent Store
9)
How to Create a New Corporate Price List
10)
How to Assign an Already Existing Corporate Price List to your Application
11)
Meeting your Minimum Inventory Requirements within the Price List
12)
Uploading Attachments into the Quality Standard Screen
13)
Submitting an Application
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Starting a ‘New
Application’
1. Select application type:
New Application
2. Insert the full store name
into the ‘Store Name’
field
3. Insert your email address
into the ‘Email ID’ field
4. Check off the ‘I’m not a
robot’ checkbox and
respond to the
reCAPTCHA quiz
5. Click Submit
6. Upon clicking Submit, the
screen will show a
success message
7. Check your email
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Starting an
‘Application Renewal’
1. Select application type:
Application Renewal
2. Insert the full store name
into the ‘Store Name’ field
3. Insert the Vendor ID into
the ‘Provide Vendor ID for
Renewal’ (e.g. 02-100)
4. Insert your email address
into the ‘Email ID’ field
5. Check off the ‘I’m not a
robot’ checkbox and
respond to the reCAPTCHA
quiz
6. Click Submit
7. Upon clicking Submit, the
screen will show a success
message
8. Check your email afterwards
for an auto-generated
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Accessing your Application
1.Check the email account that was used to start your application
2.The email will have a subject line of “MA WIC Online Initial Vendor
Application Request Email” with your Store Name
3.SAVE THIS EMAIL, as it is the only way to access your application
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General Rules for Completing your Application
• Access the Vendor Portal Landing/Home page through
mass.gov
• Upon accessing your application through the Application ID link, you will have to
complete a reCAPTCHA quiz and then you will be brought to the Welcome screen
• If you are inactive for 30 minutes within your application, the system will timeout your
session and you will have to log into your application through the Application ID link again
• Completed screens will be checked off within the navigation bar
• Once you complete the Store Information, and subsequently the Ownership screen
(Owner Info as well, when applicable), you can complete the other screens out of order
• Upon saving a screen, the system will flag any fields that are required to be completed or
have been completed incorrectly
• Use the Log-off link to log out of your application
• DO NOT have several tabs within your browser open for multiple applications
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How to Leave a Screen Without Saving it
Note: You must complete the Store
Information and Ownership
screens, prior to unlocking all other
screens
Follow these steps if you would like
to view a screen:
1. Navigate to a screen for viewing
purposes
2. Click on the Home button within
the left-hand side navigation bar
3. You will be taken back to the
Welcome/Home screen
4. Click Continue, and navigate to
another screen
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How to Input Data into a Field and Save a Screen
When you encounter a field, such as City, alphanumeric characters are allowed. Please note that within your application the Address Line 2 and Person Responsible
for WIC fields are optional
When you encounter a field, such as Store Phone, only a specific qty of number characters are allowed
When you encounter a field, such as Store Email, only a valid email address may be accepted
Once all required fields are completed within a screen, Prev, Save or Next may be
selected. All 3 of these buttons save the screen, but Prev and Next perform
an extra task of bringing you to the previous or next
screen
When you encounter a field, such as State, one selection from the drop-down may be allowed.
When you encounter a field, such as Store Type, one selection from the radio button element may be allowed
When you encounter a field, such as Dairy Products, the user may check Select All or several selections
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Filling out the Store Grid within the Operations Screen
Note: You cannot proceed to theOperations screen without successfully saving the Store Information and
Ownership screens
1) If you select ‘Yes’ to the ‘Is this store open 24/7’ then you can skip step 2
2) Input times into the Open Time and Close Time fields for each day that the store is open (format: 01:00 – 12:59 AM/PM)
3) Continue to complete the rest of the fields within the Operations screen
Note: The store must be open 10 hours a day, and 6 days a week. Upon a save, if the data inputted into the grid does not match this requirement, then the system will prompt a warning
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How to Create a Price List for an Independent Store
Note: You cannot proceed to the Price List screen without successfully saving the Store Information and Ownership screens
1) Within the Ownership screen select a non-chain business type
2) Proceed to the Price List screen 3) Select a Food Category within the
Category drop-down.
4) The UPC drop-down will appear. Select or search for a UPC that you would like to enter
5) Enter the Price
6) Either press ‘Enter’ on the keyboard or click ‘Add’ with your right mouse key
7) Repeat Steps 3 – 6, until you have added all your necessary UPCs 8) Occasionally click Save to save your
Price List
9) Once the Price List has met all Min Inventory Rules its status will change to Verified
10) Click Save or Next when you have completed the Price List
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Note: You cannot proceed to the Price List screen without successfully saving the Store Information and Ownership screens
1) Within the Ownership screen select a chain business type 2) Proceed to the Price List screen
3) Select Create a New Corporate Price List from the Corporate Price List drop-down
4) Fill out the Corporate Price List Name field with the appropriate name of your Price List
5) Optional: If you would like to use another Corporate Price List as a
template for your new one, select an option from the Corporate Price Lists drop-down within the pop-up. Do not select anything from this drop-down if you do not want to use a template.
6) Click the Save & Close button
7) You will be brought to the main Corporate Price List screen for your new Price List
8) Select a Food Category within the Category drop-down.
9) The UPC drop-down will appear. Select or search for a UPC that you would like to enter
10) Enter the Price
11) Either press ‘Enter’ on the keyboard or click ‘Add’ with your right mouse key
12) Repeat Steps 3 – 6, until you have added all your necessary UPCs 13) Occasionally click Save to save your Price List
14) Once the Price List has met all Min Inventory Rules its status will change to Verified
15) Click Save or Next when you have completed the Price List
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How to Assign an Already Existing Corporate Price List to your Application
Note: You cannot proceed to the Price List screen without successfully saving the Store Information and Ownership screens
1) Within the Ownership screen select a chain business type 2) Proceed to the Price List screen 3) Select an already existing
Corporate Price List
4) If the selected Corporate Price List already has a status of Verified, then Save or click Next
5) If the Corporate Price List has a status of Unverified and has time left to edit, then add more UPCs to meet the Min Inventory Rule
requirements
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Meeting your Minimum Inventory Requirements within the Price List
Note: Please reference the following documents within the Vendor Portal Landing Page for guidelines
pertaining to the Min Inventory Rule requirements that you must meet: ‘WIC Minimum Inventory Requirements for Food Vendors’ and ‘WIC Minimum Inventory
Requirements for Pharmacies’
• Your Price List must contain UPCs that meet the Min Inventory Rule requirements, per the above
documents
• If you save your Price List without meeting these
requirements you will get an Information Message, as shown on the right. This message means that you have yet to enter enough UPCs that meet these requirements
• Once receiving the Information Message, cross-reference the documents listed above and continue to enter UPCs per How to Create a Price List for an Independent Vendor or How to Create a New Corporate Price List
• Clicking OK in this Information Message will allow you to save your Price List. NOTE: Your application will
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Uploading Attachments into the Quality Standards Screen
Note: You cannot proceed to the Quality Standards screen without successfully saving the Store Information and Ownership screens
The purpose of this screen is for uploading
business, health and other state or local licenses 1. Click on the icon, once you are ready to
upload a document
2. Once clicked, the Upload License prompt will appear
3. Read the instructions within the pop-up 4. Select a type of license
5. Click on the Browse button within the pop-up to select a file from your PC/Mac file explorer
6. Once you click Upload within the pop-up, the system will update the pop-up with a success message
7. Repeat steps 3 – 6 until you have uploaded all your documents or click Close
8. Optional: If you uploaded an incorrect document, you may click in order to delete it
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Submitting an Application
Note: You cannot proceed to the
Certification & Submit screen without successfully saving the Store Information and Ownership screens
1. Confirm that all the screens within the navigation bar have been checked off (the Owner Info screen is only
required for a non-chain) 2. Complete the Signature fields
3. Click Submit (an error message will be prompted if a screen has not been completed and saved)
4. A confirmation message will be prompted
5. If ‘No’ is clicked, the user will be taken back to the main Certification &
Submit screen
6. If ‘Yes’ is clicked, the application is submitted, the Submit Email is sent, and the user is taken back to the Welcome screen (the entire
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