Vendor Search and Details Screens. Reference Guide

Transcription

1 Vendor Search and Details Screens Reference Guide

2 Table of Contents Navigation... 3 Vendor Search... 4 Vendor Information New Vendor... 5 Vendor Information Edit an Existing Vendor

3 Navigation Figure 1 - Hospital Button Bar 1. Click the Navigation icon on the Hospital Button Bar (shown below) at the top of the browser window. Figure 2 - Navigation Menu 2. From the Navigation Menu, click the Vendor Setup link. (Please note that you may have fewer menu options on the Navigation Menu depending on your Role and the security configuration of that Role.) 3

4 Vendor Search 1. When you click on the Navigation Menu, the Vendor Search screen (shown below) will open. From this screen you can: a. Search for an existing Vendor by specifying any of the criteria in the Vendor Search section and clicking the b. Edit an existing Vendor by: button. i. Clicking the row in the Vendor List, then clicking the button; or, ii. Clicking the hyperlinked Vendor name (blue text); or, iii. Double-clicking the row in the Vendor List. c. Add a Vendor by clicking the button. Figure 3 - Vendor Search Screen 4

5 Vendor Information New Vendor 1. Start by providing the following information about the Vendor: a. Name the Vendor s name. b. Account the account number by which the Vendor refers to the College. c. Tax ID the Vendor s Federal tax ID. (In UVIS, this was used to specify the UGAMart interface ID; however, VetView has provided a unique field just for the interface ID, so that the real Tax ID can be specified in this field.) d. Contract POC the name of the Person who is the main point of contact for the Vendor s product contracts. e. Code the Vendor s short code. (This is a legacy field from UVIS and is not currently reference in any VetView screens or reports.) f. E-PO if checked, indicates that the Purchase Orders for this Vendor can be submitted via the SciQuest interface to UGAMart. If checked, the Interface ID is required. g. Interface ID if the E-PO checkbox is checked, this field is required. This is the identifier by which the UGAMart interface refers to this Vendor. (In UVIS, this was provided via the Tax ID field. With this new field, the Tax ID field is no longer used for this identifier.) h. Credit Card if checked, indicates that this Vendor accepts all major credit cards. This is for reference only. (Currently, no functionality in VetView is driven by this field.) i. Active if checked, indicates that the Vendor is active. Vendors cannot be deleted; instead, they are inactivated. This will make them available for reporting, but will eliminate them from dropdown lists that display Vendors. 2. Click the button. Figure 4 - New Vendor Screen 5

6 6

7 3. After saving the Vendor Details, the Contact Info tab will be available (shown below). 4. Add Contact click the button to add a contact person for the Vendor. a. Contact Person - contact person for the Vendor. Each Vendor can have multiple contacts. 1. Function a contact can serve as several functions. This determines who will receive communications regarding any of the functions. 2. Name the prefix, first name, middle name, and last name of the contact person. 3. Position the job position of the contact person within the Vendor s organization. i. Contact Methods - define the contact methods (postal address, address, fax, and phone) for the contact person. Each contact person can have multiple contact methods. 1. Contact Method Type the type of contact method. The choices are: Address (postal), , Phone, and Fax. 2. Method Address the actual postal address, phone or fax number, or address. 3. Primary when multiple contact methods of the same type are specified, this indicates which one is the primary one. Only one method per type should be checked for example if the contact has two addresses, only one should be selected as primary. Contact methods that are marked as primary must be active. 4. Active - if checked, indicates that the contact method is active. Contact methods can be deleted or inactivated. Inactivating them will make them available for reporting, but they will not be used on correspondents or visible in other screens. Inactive contact methods cannot be marked as primary. ii. 5. (Edit) This button is available for the Address contact method type only. This opens the Add/Edit Address window and provides the ability to edit the address. 6. (Delete) deletes the row. If the X is on the row that contains the contact name and position, the contact and all of their contact methods will be deleted; if the X is on the row that contains a contact method, only that method will be deleted. A confirmation prompt is presented before the row is actually deleted. New Contact Method The last row is always blank and provides the ability to define a new contact method for the contact person. 7

8 Figure 5 - Vendor Contact Info tab The following tabs do not function in the current release of VetView; however, in a subsequent release, they will have the function as noted below: 1. Contracts displays a list of Contracts for the current Vendor, and provides quick access to the Contract Setup screen via hyperlinks. 8

9 2. Products displays a list of Products that have been purchased from the current Vendor, and provides quick access to the Product Setup screen via hyperlinks. 3. Purchase Orders displays a list of Purchase Orders that have been created for the current Vendor, and provides quick access to the Purchase Order Details screen via hyperlinks. 4. Comments / Alerts displays comments and alerts that have been added for this Vendor, and provides the ability to add new comments and alerts. 5. Documents displays a list of external documents (such as PDF or Word documents) that have been associated to the current Vendor, and provides the ability to add new documents. 9

10 Vendor Information Edit an Existing Vendor 1. For instructions on how to navigate to this screen, refer to Navigation above. 2. This screen provides the ability to edit all of the Vendor s information, including their contact information via the Vendor Details and Contact Info tabs. 10