Frequently Asked Questions
Q: What is the link to the Supplier Portal?
A: To access to the Supplier Portal, please go to https://ehxr.fa.us2.oraclecloud.com
Q: How to register as a NEW supplier?
A: For instructions on supplier registration, please visit "How to Register"
Q: What if I am an existing supplier needing assistance?
A: Please send an email to SupplierSupport@atlantaga.gov
Q: What documentation is required to be a spend authorized supplier (i.e. receive purchase orders and submit invoices?)
A: A W-9 Form is required. For foreign entities, a W-8 Form is required.
Q: How do I reset my password for the Supplier Portal?
A: Please go to the Password Reset page, enter your User Name or Email address and click Submit. You will receive an email to reset your password.
Q: Can I have multiple accounts for the Supplier Portal?
A: Yes, you can create additional contacts in the Supplier Portal and create a user account for each contact.
Q: Can I create an invoice without a Purchase Order (PO)?
A: All invoices must have a valid PO. No orders should be fulfilled without a PO. If you do not have a PO, please contact the requester before fulfilling an order.
Q: Are attachments mandatory when creating invoices in the Supplier Portal?
A: Yes, a PDF copy of the invoice is required.
Q: What are valid invoice attachments?
A: A PDF copy of the invoice with no handwritten content and stamp marks. Line items on the invoice should match the PO line items. If you prefer, a standard invoice template used at the City of Atlanta can be downloaded here.
Q: What causes my invoices to be "On Hold"?
- Invoice line quantity/amount matched exceeds PO line quantity/amount
- Invalid PO (wrong PO number)
- Invoice amount is greater than PO amount
- Goods/Services have not been received in the system by the requester
Q: What are the Hold Statuses?
- Line Variance - Total of invoice lines does not equal invoice total amount
- Received quantity - Invoice needs to be received in system by PO requester (goods based PO)
- Amount received - Invoice needs to be received in system by PO requester (services based PO)
- Ordered quantity - Billed quantity exceeds ordered quantity on the PO
Q: Who do I contact if I have questions or issues with my invoices?
A: Please contact Accounts Payable by email at APMailbox@atlantaga.gov
Q: What are the City of Atlanta’s payment terms?
A: NET 30
Q: How do I respond to Solicitations?
A: Please refer to the recorded solicitation response training or sign up for a webinar training located on the Training Resources Page
Q: Where do I find instructions on using the Supplier Portal?
A: For any questions related to the Supplier Portal, please contact SupplierSupport@atlantaga.gov
✅When completing a solicitation, always use the submittal checklist
✅Remember JV entities must submit 3 forms: 1 for the JV, and 1 for each separate entity
✅Attend pre-bid/proposal conferences, it's an opportunity to network
✅When responding to solicitations, make sure to include all documents/forms requested. Failure to do so may result in your proposal being disqualified
❌Don’t prolong submitting your solicitation. Edits are allowed up until the due date
❌Don’t forget to have a team review your final submission
❌Don’t forget the question and answer period of your solicitation
❌Don't submit questions about a solicitation to anyone, except for the assigned Procurement Professional
For any other questions regarding Supplier Support, please contact SupplierSupport@atlantaga.gov
For any questions regarding Invoices and Payments , please contact APMailbox@atlantaga.gov