Welcome to the NYS eMarketplace

Using the eMarketplace

SFS Users:  SFS now includes a connection to the eMarketplace. You select the eMarketplace, add items to your cart, and have the cart populate your SFS requisition.  For purchases outside of SFS, go directly to the eMarketplace and use a Procurement Card (p-card). Complete the registration form to get direct access to the eMarketplace. You are encouraged to access the eMarketplace through SFS. 

Authorized Users: If your organization is already registered as an authorized user of OGS centralized contracts, simply complete the registration form and a NYS eMarketplace account will be configured for you. If your organization is not yet registered as an authorized user, you must complete an eligibility application (PDF) to receive an authorized user number. If you are unsure if your organization is registered as an authorized user, please contact customer services at customer.services@ogs.ny.gov or 518.474-6717.

Vendors: Would you like your products listed on the NYS eMarketplace? Commodity contractors will be contacted directly about participation in the NYS eMarketplace. The goal is to make catalogs available for all vendors with contracts under one award at the same time. The plan is to make most commodity contracts available in the next year. For questions contact your contract manager directly. 

What Can I Buy?

At this time, the following OGS centralized contracts and preferred source products are available in the NYS eMarketplace: 

  • Environmentally Preferable Cleaning Products , Programs, Equipment & Supplies: Award 22830
  • Industrial & Commercial Supplies: Award 22918
  • Lamps, Ballasts, & Lighting Equipment: Award 22788
  • NYS Department of Corrections, Division of Industries (Corcraft): select products
  • NYS Preferred Source Program for People Who are Blind (NYSPSP)
  • NYS Industries for the Disabled (NYSID)
  • Recycled Copy Paper: Award 22478
  • Recycled Copy Paper, Truckload Lots: Award 22446

When new contracts are added to the eMarketplace they will be posted here and on the Messages page in the NYS eMarketplace.

If you want to be notified automatically when new contracts are added sign-up for the Purchaser Notification System

*Please note that all relevant provisions of State Finance Law, General Municipal Law, Procurement Council Guidelines, etc. do apply to your purchases on the NYS eMarketplace. However, you can be confident that the products available on the NYS eMarketplace are consistent with the terms and pricing of existing centralized contracts and approved Preferred Source program offerings. 

eMarketplace General FAQs

  • Q.
    What is the eMarketplace?
    A.

    The eMarketplace is a new website where all authorized users of New York State centralized contracts can shop for products from centralized contracts and Preferred Sources .

  • Q.
    Who can use the eMarketplace?
    A.

    The eMarketplace can be used by all authorized users of NYS centralized contracts . It can be accessed through the Statewide Financial System (SFS) or directly through Perfect Commerce by authorized users who do not use SFS. If you are unsure if your organization is registered as an authorized user , please contact customer.services@ogs.ny.gov.

  • Q.
    How do I access the eMarketplace?
    A.

    SFS users can select “NYS eMarketplace” instead of “Special Requests” when creating a requisition. Buyers who do not use SFS can request an eMarketplace account here and access it from this page of the Procurement Services website.

  • Q.
    What can I buy in the eMarketplace?
    A.

    The eMarketplace contains products from OGS centralized contracts and Preferred Sources , such as copy paper, work gloves, and hard hats. For products that are currently available in the eMarketplace, please see the “What Can I Buy?” section on this page. 

  • Q.
    How will I know when new centralized contracts are available in the eMarketplace?
    A.

    As more products are added to the eMarketplace, they will be announced on the messages page in the eMarketplace, on this page of the Procurement Services website, and via the Purchaser Notification System (PNS). You can sign up to receive notifications here.

  • Q.
    I want to make a purchase from a centralized contract but it is not in the eMarketplace. What should I do?
    A.

    Complete the purchase in the way you normally would. As more centralized contracts are added to the eMarketplace, they will be announced on the messages page in the eMarketplace, on this page of the Procurement Services website, and via the Purchaser Notification System (PNS). You can sign up to receive notifications here.

  • Q.
    Can I procure services through the eMarketplace?
    A.

    At this time, only commodities can be purchased through the eMarketplace. Some services may be added in the future.  

  • Q.
    Will the eMarketplace include agency contracts as well?
    A.

    The current scope of the eMarketplace is for commodity purchases from centralized contracts and Preferred Sources only. If you have an agency contract for commodities that you think would be a good fit for the eMarketplace please make a suggestion to the eMarketplace team at customer.services@ogs.ny.gov. 

  • Q.
    What is the difference between a hosted catalog and a round trip catalog?
    A.

    A hosted catalog is one where all of the product details live in Perfect Commerce and the item can be added to the cart from the search results.  Any item that has an Add to Cart button or Fill in Form button is part of a hosted catalog. Most centralized contracts will appear as hosted catalogs.

    A round trip catalog is one where the product details live on the supplier’s own website and you must click into the product details and add the item to your cart from their website.  Any item that has a Globe button is part of a round trip catalog. 

    Products from both types of catalogs will appear in the search results, be available for comparison, and be available to add to any requisition.  

  • Q.
    Do I need to get a quote before making a purchase in the eMarketplace?
    A.

    No. Products in the eMarketplace are reviewed and approved by OGS contract managers and are consistent with the terms and pricing of the centralized contract under which they are offered. However, if you are purchasing a very large quantity, it may be in your interest to contact the supplier and request an additional discount. Note that all existing statutes, regulations, and guidelines for purchasing do apply to purchases made in the eMarketplace, including P-Card and discretionary purchase thresholds.

  • Q.
    Is there a maximum number of items I can buy at one time?
    A.

    No, you can have many products on one order. Note that all existing statutes, regulations, and guidelines for purchasing do apply to purchases made in the eMarketplace, including P-Card and discretionary purchase thresholds. 

  • Q.
    Can I order items from multiple vendors on one order with one payment? Or will I be billed separately by each vendor?
    A.

    Yes, you can order multiple items from different suppliers on the same requisition. When the requisition is submitted it will generate a separate purchase order for each supplier. Each supplier will then process the payment for the order they receive. This will result in one payment per supplier on an order. 

eMarketplace Other User FAQs

  • Q.
    How do I sign up for the eMarketplace?
    A.

    If you are an authorized user of OGS centralized contracts , you will need a login and password. Complete our registration form here and an account will be created for you.  If you don't remember your authorized user number or if you have questions, please contact Customer Services at customer.services@ogs.ny.gov or call 518.474.6717.

  • Q.
    How do I change my eMarketplace password?
    A.

    Log into the eMarketplace, click on your name in the upper right hand corner, then click on Profile. To change your password click on Change Password and complete the form.

  • Q.
    How many times may I attempt to log in before I am locked out of the eMarketplace?
    A.

    You are allowed five login attempts before the account is locked. After three failed login attempts, you may want to reset your password by clicking on the Forgot Password link on the login page. If you get locked out, you should contact the OGS Procurement Services eMarketplace team at OGS.sm.PS.Catalog.ItemMaster@ogs.ny.gov

  • Q.
    How do I edit my eMarketplace user profile?
    A.

    Log into the eMarketplace, click on your name in the upper right hand corner, then click on Profile. Here you can update your billing and shipping information. 

  • Q.
    What do I do if the Bill-To address in my user profile is incorrect?
    A.

    Log into the eMarketplace, click on your name in the upper right hand corner, then click on Profile. The default ship to and bill to addresses connected to your user name are listed here. Using the binoculars you can search for another address connected to your location. Please note that you can always update the shipping address on a requisition.

  • Q.
    Is there a time out period for the eMarketplace?
    A.

    Yes, the eMarketplace will time out after 90 minutes of inactivity.

  • Q.
    If I am timed out will my order be saved or will I lose it?
    A.

    Unless your cart was submitted to a requisition the contents of your cart will be lost when the application times out. You can submit your cart at any time to create the requisition and continue adding to that requisition. 

  • Q.
    Can I pay with a P-Card?
    A.

    Yes, it is recommended that buyers accessing the eMarketplace directly use their P-Card; however, there may be suppliers that do not accept a credit card as payment. For suppliers who do not accept credit cards, a “Bill Me Later” option is available. This will indicate to the supplier that an invoice is required.  

  • Q.
    Will the eMarketplace store my P-Card information or will I need to enter it every time I place an order?
    A.

    The eMarketplace will not store any P-Card information. Each time you submit an order you will need to enter the credit card information. 

  • Q.
    How are change notices handled in the eMarketplace?
    A.

    The eMarketplace cannot process changes orders. If a change order is required, you should contact the supplier directly. 

  • Q.
    What should I do if my order is late or damaged?
    A.

    You should work directly with the supplier to address these issues following their standard business processes.

  • Q.
    What does the order status mean in the Purchase Orders screen?
    A.

    Accepted by Supplier – Your order was successfully transmitted to the supplier and the supplier has accepted your order.

    Waiting for Response – Your order is being or has been transmitted to the supplier but they have not yet acknowledged receipt of your order.

    Rejected – The supplier has rejected the order for some reason. To resolve this, you will need to contact the supplier directly.

  • Q.
    Can I add items to an open requisition?
    A.

    Yes, you can continue to add to and edit a requisition until it is submitted and becomes a purchase order. On the open requisition, click: Edit >Search Manager > search for items > add items to the cart. When you are done adding items to your cart, click submit and the items will be added to the open requisition. 

  • Q.
    Can I make changes to a requisition prior to submitting?
    A.

    Yes, there is ample opportunity to review your cart and requisition prior to submitting. After submitting the requisition it becomes a purchase order and can no longer be edited. 

  • Q.
    Do I need to include approvals on my order in eMarketplace?
    A.

    No. Any necessary approvals should be completed outside the eMarketplace prior to making a purchase.

  • Q.
    Can a requisition be submitted by someone other than the person who created it?
    A.

    No, a requisition can only be submitted by the person who created it. 

  • Q.
    I am leaving my organization and someone else will be doing the purchasing. Can they have access to my purchasing history?
    A.

    Yes, we can reconfigure your account for someone else in your organization. Please contact us at OGS.sm.PS.Catalog.ItemMaster@ogs.ny.gov

  • Q.
    What training is available for the eMarketplace?
    A.

    There is a user guide available on the Procurement Services website here and help is available within the eMarketplace.

  • Q.
    Who should I contact if I have questions about using the eMarketplace?
    A.

    For all questions, please contact customer.services@ogs.ny.gov

eMarketplace SFS User FAQs

  • Q.
    Can I pay with a P-Card?
    A.

    Yes, SFS users may make purchases in the eMarketplace with standard vouchering or with a P-Card, as long as the vendor accepts payment via P-Card. Some vendors do not accept the NYS P-Card and this is noted in their contract award document on the OGS Procurement Services website. 

  • Q.
    Will the eMarketplace store my P-Card information or will I need to enter it every time I place an order?
    A.

    SFS will store a requisitioner’s P-Card information and it will be available to use as a payment method on requisitions, including those created in the eMarketplace. The eMarketplace module itself will not store any P-Card information. To use your P-Card, select your P-Card number in the Card Number field on the Requisition Settings page. If you do not see this field, your Agency P-Card administrator will need to assign a P-Card to you in SFS. 

  • Q.
    Can I save my order without submitting it?
    A.

    Yes, you can submit your cart and create a requisition. The requisition can be saved in SFS and updated later. If you click out of the eMarketplace and leave your cart without submitting it to a requisition, you will lose what is in your cart. No warning message will be generated.  

  • Q.
    How are change orders handled in the eMarketplace?
    A.

    Change orders cannot be processed in the eMarketplace. Change orders can be processed in SFS if the purchase order needs to be revised. Please note that because purchase orders will be electronically dispatched to the supplier, there will only be a short window of time to amend a purchase order before it is received and acted on. If a change order is required when the invoice is received or when P-Card purchases are reconciled, then the change order will need to be requested of the Business Services Center or processed by the Agency. If the purchase order has already been dispatched to the vendor, then you should contact the supplier directly about changing the order. 

  • Q.
    What happens if I receive a partial or incorrect order?
    A.

    Suppliers may fulfill orders in multiple shipments. SFS allows for partial receiving against a purchase order and partial payment against an invoice. If you believe there are items missing for your order or that it was filled incorrectly, you should contact the supplier directly. 

  • Q.
    What should I do if my order is late or my order is damaged?
    A.

    You should work directly with the supplier to address the issue following their standard business process.

  • Q.
    How will the eMarketplace affect receiving?
    A.

    Receiving is required for all quantity-based purchase orders in SFS, including orders placed through the eMarketplace.  Receiving is done the same way for eMarketplace orders as for standard Purchase Orders. For information on how to do receiving in SFS, see the SFS training module regarding Receiving (SFS-9.2-SPT, REC-205) in the Statewide Learning Management System (SLMS).

  • Q.
    How do I get a paper copy of my invoice to reconcile my P-Card purchases?
    A.

    No paper invoice will be available for P-Card purchases. You will have the submitted purchase order and the packing slip(s) received with the order. This is all that is required for P-Card reconciliation. For more information, see the SFS job aid on the updated P-Card reconciliation process. 

  • Q.
    Will I be able to print out a copy of my invoice?
    A.

    If an invoice is received from the supplier then SFS will generate a voucher for payment. The purchase order and the voucher will be available to view and print in SFS.  No invoices will be generated for P-Card purchases. 

  • Q.
    Do I need to include approvals on my order in eMarketplace?
    A.

    Spending approvals such as budget authorization and B-1184 approval are completed outside of the eMarketplace according to your business process.  In SFS, the requisition will proceed through its standard workflow for approvals. 

  • Q.
    Can I attached documents to my eMarketplace requisition?
    A.

    Documents needed for internal requisition approval may be attached to the requisition at the header level. No attachments will be sent to the supplier with the purchase order. Any necessary attachments should be emailed to the supplier separately, referencing the purchase order number. 

  • Q.
    What is auto sourcing and how does it work?
    A.

    Auto sourcing builds and dispatches a purchase order from a requisition without the manual intervention of a buyer. Once a requisition receives its approval in workflow, it is automatically sourced into a purchase order. If the products on the requisition have SFS Item Numbers assigned, the requisition will auto-source into a PO with the status of Approved and be dispatched. If the products on the requisition do not have SFS Item Numbers assigned, the requisition will auto-source into a PO with the status of Pending Approval. This will be reviewed by a buyer before being dispatched. Most products in the eMarketplace have SFS Item Numbers assigned. SFS Item Number assignment depends on the type of catalog and is done by the OGS eMarketplace team. 

  • Q.
    What if I have a quote for a lower price on something that is available in the eMarketplace?
    A.

    You have two options for how to do this. 1) You can create a Special Request requisition for the purchase. Make sure to indicate the centralized contract number, if applicable. 2) You can create the requisition in the eMarketplace, change the SFS PO dispatch method to Print, and contact the BSC to source the requisition into a PO and edit the price . This method has more steps but will bring the SFS Item Number and other classification data onto the requisition.  

  • Q.
    Is there training for the eMarketplace?
    A.

    Yes. The Business Services Center (BSC) training for Requisitions demonstrates how to access the eMarketplace through SFS. Additionally, there is a user manual and procedure for SFS users of the eMarketplace available here.

  • Q.
    Who should I contact if I have questions about using the eMarketplace?
    A.

    For questions regarding searching and content in the eMarketplace, please contact the OGS Procurement Services eMarketplace team at OGS.sm.PS.Catalog.ItemMaster@ogs.ny.gov

    For issues using the eMarketplace in SFS, please contact the SFS Helpdesk at HelpDesk@sfs.ny.gov and include “eMarketplace” in your email subject line.

    For all other inquiries, or if you are unsure who to contact, please contact customer.services@ogs.ny.gov