Register as a Supplier Created By: Accounting Services

Purpose: Explains how to register as a supplier in H-E-B Supplier Connect.

Audience: Suppliers.
Resources Required: A computer with access to e-mail and the e-mail invitation from H-E-B.
Note(s):
• Existing supplier’s information will be preloaded. Review and update each page accordingly.
o If the presented Tax ID does not match your records or you received a 147C document request,
contact vendorupdate@heb.com for next steps.
• Fields, buttons, etc. marked with red asterisks ( * ) throughout are required.
• Click on the Save Draft button on almost any screen to save your data if you need to exit the website before
completing your profile. Log back in using your username and new password created in Step 1 below.
• Click outside of drop-down menus/fields each time a selection is made/data is entered to allow the application
to refresh.

Procedure View
Step 1 – Access H-E-B Supplier Connect.
A.
A. Locate the “H-E-B – Invitation to Register”
e-mail sent from SupplierRegistration@heb.com

B. Copy the username.

C. Click on the link.

C.
D. Paste the username in the Username field.

E. Repeat copy and paste for your password.

B.
F. Click on Log In. D.

F.

G. If you are accessing H-E-B Supplier

Connect for the first time, you will receive
an e-mail with an authentication code.
➢ Note: Authentication codes are only
valid for 10 minutes.

G.

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Register as a Supplier Created By: Accounting Services

Procedure View
Step 1 – Access H-E-B Supplier Connect
(cont.)
H.
H. Enter the authentication code from the
email where prompted in H-E-B Supplier
Connect.
Note: If you don’t receive an authentication
code, click on Resend
Authentication Code at the bottom of
the screen.
I. Select and answer the security questions.
➢ Note: the answers you provide are
case sensitive.

J. Click Submit. J.

K. Follow the instructions to create a new

password.

K.

L. Click on Change Password. L.

Step 2 – Complete the Supplier Agreement

screen.

A. Read the Terms of Use | H-E-B and

Vendor Code of Conduct document.

B. Click to check the box beside I have read

and agree to the terms…
A.
C. Click on Next.
B.
C.

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Register as a Supplier Created By: Accounting Services

Procedure View
Step 3 – Complete the Registration
Checklist screen.

A. Read the Registration Checklist and

then gather all needed information.

B. Click on Next.

A.
B.

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Register as a Supplier Created By: Accounting Services

Procedure View
Step 4 – Complete the General Business
Information screen.

If supplier already exists, W9 information

will be present; update tax
information accordingly.

A. Complete the Company Information

section:
➢ Note: Information in this section should
match your W-9, if applicable.
1. Select the appropriate country from the
Supplier Country drop-down menu.
2. Enter your company’s name as it
appears on your W-9 in the Supplier
Registered Name field.
A.
3. [optional] If different from registered
name, enter your company’s name as it
appears on your invoices in the Doing
Business As Name field.

4. Select the appropriate country from the

Tax Reporting Country drop-down
menu.

5. Select the appropriate type from the

Business Entity Type drop-down
menu.

6. [If Business Entity Type = “Limited

Liability Company (LLC)”] Select the
appropriate classification from the Tax
Classification drop-down menu.

7. Income Source is defaulted and

requires no action.

8. Select the appropriate option from the

Are you EDI Capable? drop-down
menu.

Electronic Data Interchange (EDI) is

the computer-to-computer exchange of
business documents in a standard
electronic format between business
partners.

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Register as a Supplier Created By: Accounting Services

Procedure View
Step 4 – Complete the General Business
Information section (cont.)
If

B. Complete the Tax Identification Number B.1

section:
1. Click on Edit within the Tax
Identification Number section.

2. Enter your company’s 9-digit tax ID or

your SSN (based on your business B.2
entity type) in the Tax ID field.
➢ Note: The Country and Tax Type
fields default based on previous
selections. B.3

3. Click on OK.

➢ Note: Information provided for U.S.

suppliers is instantly validated to the
IRS. The completion of this section will
populate a W-9 document for you to
electronically sign at the end of this
registration.

4. Select the appropriate response to B.4

Are you permitted to remit sales or
use taxes in the State of Texas?
from the dropdown menu.

Note: If you answered Yes to the

question above, you will also be required
to enter your Texas Taxpayer Number in
the next section.

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Register as a Supplier Created By: Accounting Services

Procedure View

C. Complete the Classification Number

section:
North American Industry Classification System:
6-digit code = 2-digit Identity Sub Type + C.1
4-digit NAICS code.

➢ Need assistance? Google “NAICS Code

Service or Product” (ex: “NAICS Code
Chips”. Results will identify potential
matched codes such as 311919 Other
Snack Food Manufacturing is
recommended) or Click Help – Vendor
Guide on the top bar. Select NAICS HELP
to identify your business classification. Click
the arrow on top to go back.

1. Click on Edit in the Classification

Number NAICS CODE section.

Step 4 – Complete the General Business

Information section (cont.)

C. Complete the Classification Number C.2

section (cont.): C.3
2. [If Tax Reporting Country = “United
States”] Select the appropriate option
from the Identity Sub Type drop-down C.4
menu.

3. Select the appropriate option from the

NAICS Code drop-down menu.
4. Click on OK.
➢ Note: To enter multiple NAICS
codes, Global Location Number(s),
or DUNS number(s), click on Add
New Record. Then, repeat Step
4C.2-4. If Direct Store Delivery and
method is EDI, a DUNs number is D.
required.

D. Click on Next.
➢ IMPORTANT: The application will
validate the tax ID. If validation fails,
you can continue but will need to
upload a Form 147c later in the
process. Confirm the W9 IRS name =
Registered Name. Click on Next.

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Register as a Supplier Created By: Accounting Services

E. Payment Terms are now displayed

based on the selected H-E-B buyer. If you
would like to request a renegotiation of
these terms, you will need to attach a
Payment Terms Change Memo in the
Document Upload step. The memo and E.
any comments will be reviewed by the
buyer.

Step 5 – Complete the Address and

Contacts screen.

A. Complete the Business Address

section:
1. Click on Edit beside Corporate
Address.
A.1

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Step 5 – Complete the Address and

Contacts screen (cont.)

A. Complete the Business Address section

(cont.):
2. Enter your corporate address.

A.2

3. Click on OK.
• Note: Your corporate address will
be used to create a digital W-9 and
is validated through USPS.
A.3

4. Click on Edit beside Remit Address

within the Business Address section.
A.4

5. If different than your corporate address,

enter your remit address; otherwise,
select your corporate address from the
Copy from Address drop-down menu.

A.5

6. Important: Enter the bank Alternate

Payee Name if different from DBA
name – A.2

7. Click on OK.

A.7

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Register as a Supplier Created By: Accounting Services

Step 5 – Complete the Address and

Contacts screen (cont.)

B. Complete the Supplier Contact

Information section:
1. Click on Edit within the Supplier
Contact Information section.
B.1

2. If you are the primary, update your

contact information only if necessary.
• IMPORTANT: If you change your
name or e-mail address, you will
receive a “Name Change” e-mail.
Exit the website and restart this
process from Step 1 using the link B.2
from your email, username, and
password in the e-mail.

If you are not the primary, click on Add

New Record, select the appropriate
option from the Contact Type drop-
B.3
down menu, enter your contact
information, and then click on OK.
Enter only one representative for
each Contact Type. (this step is not B.4
shown). B.5
Read the contact and role
assignment carefully. The role of
Admin will send an email to register for
this application and be granted
permission to update your supplier
information.

3. Click on the pencil icon.

4. Enter your phone number.

• IMPORTANT: You must enter at
least one phone number using the
appropriate format (i.e. U.S. vs.
non-U.S.)

5. Click on Update.

6. Click on OK. B.6

7. Click Next.

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Register as a Supplier Created By: Accounting Services

Step 6 – Complete the Country Specific

Tax Information screen.

A. Complete the Additional Tax A.

Information section:
1. Select the appropriate option from the
Exempt payee code (if any) drop-
down menu. B.

2. Select the appropriate option from the

Exemption from FATCA reporting
code (if any) drop-down menu.

3. Enter the appropriate account numbers

in the List account number(s) here
(optional) field.

B. Click on Next.

Step 7 – Complete the Banking Details

screen.

A. Select Yes or No for your Factoring

Supplier status.
B. If you select Yes, a Factoring
agreement signed by both the financial A.
entity and suppler must be attached in
the Documents section. If the
agreement ends, a memo
acknowledging the dissolvement must
be attached by both parties.

C.
C. Read the Terms & Conditions
Clause for electronic payment.

D.1

D. Complete the Banking Information

section:
1. Click on Add Bank Account.

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Step 7 – Complete the Banking Details

screen. (cont.)
To update your Banking Information:
2. Click Address, select your D.2
company Corporate or Remit
address associated to your bank.
3. If US, click in the ABA Routing D.3
Number field, enter a new number
or for existing suppliers highlight to
erase existing number, and
replace with the new number. The
bank name and address will reflect
the new information.
4. If Non-US, click in the Swift or
IBAN field, enter a new number or D.4
for existing suppliers highlight to D.5
erase existing number, and D.6
replace with the new number. The
bank name and address will reflect D.7
the new information.
5. In the Account Number field,
enter a new number or highlight to
E
erase current account number and
replace with the new account
number.
6. If the Payee was updated on the
Remittance address page it will be
reflected in the Account Holder
field. Confirm it matches the
Payee Name/Bank Name.
7. Update the remittance email
address if needed.
E. Confirm all the information is correct to
prevent a payment return. Click OK.

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Step 8 – Complete the Business Biography

screen.

A. [optional] Complete the Business

Background section.

B. Click on Next.

A.
B.

Step 9 – Complete the Insurance

Information screen.

A. Click on Sample Certification of Insurance

to view example (if appliable).

➢ Note: Please read H-E-B’s insurance

requirements. This must match your
current Certificate of Insurance.

B. Complete the Insurance Information

section (if applicable)
B.
C. Click on Next.

C.

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Step 10 – Complete the Business

Certifications screen.

A. Select the appropriate option from the

Are you Certified as a Diverse
Supplier? drop-down menu.
1. If “No,” click on Next.

2. If “Yes”:
a. Click on Add New Record. A.1
b. Select the appropriate option(s)
from the Diversity Status drop-
down menu.
A.2
c. Select the appropriate option from
the Certification Group drop- A.2.a
down menu.

d. [optional] Provide the rest of the

requested information. A.2.b
A.2.c
e. Click on OK.

B. Click on Next.

A.2.d

A.2.e

B.

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Step 11 – Complete the Document

Acknowledgement screen.

A. Read each document linked on this B.

screen. Then, select “Agreed” from the
acknowledgment drop-down menu(s).

B. For product that will be delivered to the

warehouse, read the policy and complete
the Whse unsaleable Return Policy
A.
section.

C. To send and receive documents using C.

EDI, download the EDI Application
Form. This will need to be completed
and uploaded in the next screen. D.

D. For product that will be delivered to the

warehouse, download the H-E-B
Shipping Document. This will need to
be completed and uploaded in the next
screen.

E. Click on Next.

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Step 12 – Complete the Document Upload

screen.

A. Click on the Click here to eSign link

beside the W-9 document.

B. Verify all information on the W-9 is

correct. Then, using the outside scroll
bar, scroll down until you see the
Submit button.

C. Click to check each box beside Agree to

acknowledge both statements.

D. Click on Submit.
➢ Note: Wait for the application to refresh. A.
Your name will appear in the
Electronic Signature field.
B.

C.

D.

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Step 12 – Complete the Document Upload

screen (cont.)

E. Note the list of required documents.

➢ Note: The list will vary based on the
type of supplier you are and the data
entered or selections made throughout
the process. Each document will
disappear from the list as it’s uploaded.

F. Upload the required documents:

1. Select the appropriate type of the first
document you’re uploading from the E.
Document Type drop-down menu.

2. Click on Select.

3. Locate the document and then click on

Open.

4. [optional] Enter the appropriate name (if

different than File name) in the
Document Name field. F.
5. [optional] Enter the appropriate date in
the Expiration Date field for Certificate
of Insurance, W-8, and Diversity
documents.

6. Click on Upload File.

G. Click on Next.

G.

Step 13 – Review and Submit.

A. Click to check the box beside the red

asterisk to acknowledge the information
you provided on this qualification form
is accurate and true to your best
knowledge.

B. Click on Submit. A.
➢ Note: You will receive an e-mail
confirmation that you successfully
updated your profile. No further action
is needed. B.

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Step 14 – Review notes or Update.

A. Click on My Communication to view

notes provided by the buyer.

B. If needed, click Update Profile to add

any requested information.
B. A.

Thank you for completing your supplier

registration! You will receive an email
confirming your successful registration.

<<End>>

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