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In DCI, a Vendor is a person who works for the client/employer that may need to submit entries for payment for goods and/or services. Vendors can only submit Vendor is a general term for any vendor profile. There may be two types of vendors associated with the profile:
Vendor Account Owner: Primary user associated with the vendor when login is enabled
Can create, view, and edit pending entries for clients for whom they have active service accounts
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Create Vendor Profile
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Log in to DCI
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Click Home on the main menu
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Click Vendors on the submenu
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Click Actions
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Select Add New Vendor from the drop-down menu
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Can send vendor payment reminders to employers (when associated message template is enabled)
Can create and manage Vendor Users via the Users submenu tab
Can message employers & clients they are associated with; and can reply to messages sent to them by super users and users with the vendor admin permission (cannot directly message them)
Vendor User(s) (optional): Minor users associated with the vendor profile
Can create, view, and edit pending entries for clients for whom they have active service accounts.
Can send vendor payment reminders to employers (when associated message template is enabled)
Do not have the Users tab on the submenu
Cannot use the messaging module
*Please note: Vendors can only log into the web portal and the mobile web full site, not the mobile app or mobile web.
Create Vendor Profile
Log in to DCI
Click Home on the main menu
Click Vendors on the submenu
Click Actions
Select Add New Vendor from the drop-down menu
Complete the Add New Vendor form wizard
a. Basic Demographics tab:
i. Name (required)
ii. DBA (optional): Doing business as name
iii. Address (required): Vendor's physical address
iv. Time Zone (optional): Auto-populates based on address entered
v. Cost Center (required): Type and select from drop-down
vi. Phone (required)
vii. Alternate Phone (optional)
viii. Email (required)
ix. Tax ID (optional): Taxpayer identification number (TIN) entered in XX-XXXXXXX format
x. Verify Tax ID (required if Tax ID was entered)
xi. URL (optional): Vendor website
xii. Profile reference (optional): Available field to capture any additional information
xiii. Status (required): Select Active or Inactive. Defaults to Active.
xiv. Click Next
b. Authentication Information tab:
i. Enable Vendor Login (optional): If enabled, DCI will send a system-generated email (sender email address is: support@dcisoftwarereturn@dcisoftware.com) to the email address on the vendor profile. . Note: Your instance may be using a customized email address.) to the email address on the vendor profile. This email must be validated. The user must click the link to activate the profile, prompting them to enter their temporary password before updating the password and security question. This user is the Vendor Account Owner.
ii. Username (required): System-generated based on Vendor name entered. Used to log in.
iii. Password (required): Enter a temporary password. Hover over the white “i” (information) for password requirements. The vendor Vendor Account Owner will be prompted to change their password at log in.
iv. Confirm Password (required): Re-enter the password to confirm
v. Authentication Status: Defaults to active if Enable Vendor Login is checked. Defaults to disabled if Enable Vendor Login is not checked. Optionally select Locked.
vi. Click Next to proceed
c. Review Summary tab:
i. Review information for accuracy. Click Back to make edits.Click Save
Click Yes to confirm
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Log in to DCI
Click Home on the main menu
Click Vendors on the submenu
Type and select the vendor’s name in the filter and click Search
Click on the vendor row to open the Vendor Details page
Scroll down to the Entries tab
Optionally use the filters to locate a specific entry and click Search
Click on the entry row to open the Entry Details page
Click on the Invoice Attachments tab
Optionally use the filters to locate a specific invoice and click Search
View attachment date, file name, file type (i.e., .pdf), file size, the name of the user who attached the invoice, and the status.
a. In the Download column, click the eye icon to view the attachment or the download icon to download it to the device.Click on the invoice attachments row to open the Attachment Details page and to view the events log
Manage Vendor Profile
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tab
Optionally use the filters to locate a specific entry and click Search
Click on the entry row to open the Entry Details page
Click on the Invoice Attachments tab
Optionally use the filters to locate a specific invoice and click Search
View attachment date, file name, file type (i.e., .pdf), file size, the name of the user who attached the invoice, and the status.
a. In the Download column, click the eye icon to view the attachment or the download icon to download it to the device.Click on the invoice attachments row to open the Attachment Details page and to view the events log
Manage Vendor Profile & Vendor Users
View, Edit, or Deactivate Vendor Profile
Log in to DCI
Click Home on the main menu
Click Vendors on the submenu
Type and select the vendor’s name in the filter and click Search
Click on the vendor row to open the Vendor Details page
Click Actions
Select Edit Vendor from the drop-down menu
View and make edits in the Edit Vendor form wizard
a. To deactivate the profile, change the status to Inactive on the Basic Demographics tab.
b. On the Authentication Status tab, uncheck the Enable Vendor Login box.
i. Ensure the Authentication Status field has updated to Disabled
c. These are important security steps so the vendor will no longer be able to log in and create vendor payment entriesClick Save
Click Yes to confirm
Edit Vendor Profile & Enable Vendor Login
Click Home on the main menu
Click Vendors on the submenu
Use the filters and click Search to update the Vendor table
Click anywhere on the Vendor row to open the Vendor Profile Details page
Click the Actions button
Click Edit Vendor
Click the Authentication Information tab
Check the Enable Vendor Login box
Username - System-generated based on Vendor name entered
Authentication Status - Defaults to active if Enable Vendor Login is checked
Enter password and confirm password
Click Save
User receives an email to confirm their profile
Add Vendor Users (optional)
Log in to DCI
Click Home on the main menu
Click Vendors on the submenu
Use the filters and click Search to update the Vendor table
Click anywhere on the Vendor row to open the Vendor Profile Details page
Click the Actions button
Click Add New Vendor User
Complete the Add New Vendor User form wizard
a. Vendor Name: Auto-populates
b. Cost Center: Auto-populates
c. First Name (required): Enter Vendor User first name
d. Last Name (required): Enter Vendor User last name
e. Email (required): Enter Vendor User email (must be unique)
f. Username (required): Create Vendor User username
g. Password (required): Create Vendor User password using the following criteria:
i. Must be at least 10 characters
ii. Must contain one uppercase letter, lowercase letter, number, and special character.
iii. Must not contain more than two repeated characters in a row
Please note: Varies based on the instance
iv. The password should be different from the three previous passwords
v. Password should not contain the user's account name or parts of the user's full name that exceed two consecutive characters
Confirm Password: Retype the password to confirm it
10. Authentication Status: Auto-populates to Active (non-editable)
11. Click the blue Save button
View Load Users Import Results File
Vendor Account Owners can mass import Vendor Users. Super Users and users with the Vendor Admin permission may view the import results file.
Log in to DCI
Click Home on the main menu
Click Vendors on the submenu
Type and select the vendor’s name in the filter and click Search
Click on the vendor row to open the Vendor Details page
Click Actions
Select Edit Vendor from the drop-down menu
View and make edits in the Edit Vendor form wizard
a. To deactivate the profile, change the status to Inactive on the Basic Demographics tab.
b. On the Authentication Status tab, uncheck the Enable Vendor Login box.
i. Ensure the Authentication Status field has updated to Disabled
c. These are important security steps so the vendor will no longer be able to log in and create vendor payment entriesClick Save
Click Yes to confirm
Edit Vendor Profile & Enable Vendor Login
Click Home on the main menu
Click Vendors on the submenu
Use the filters and click Search to update the Vendor table
Click anywhere on the Vendor row to open the Vendor Profile Details page
Click the Actions button
Click Edit Vendor
Click the Authentication Information tab
Check the Enable Vendor Login box
Username - System-generated based on Vendor name entered
Authentication Status - Defaults to active if Enable Vendor Login is checked
Enter password and confirm password
Click Save
User receives an email to confirm their profilename in the filter and click Search
Click on the vendor row to open the Vendor Details page
Click on the Attachments tab
Click the view or download icon as needed
Super Users and Vendor Account Owners can click on the Events tab to see the Attachment Created event
For each successful row, the system adds the Vendor User who is now visible on the Users submenu tab. The newly created Vendor User is not required to confirm email but may be required to set the temporary password at first login. They are required to set a security question and answer at first login.
View, Edit, and Unlock Vendor Users (optional)
Log in to DCI
Click Home on the main menu
Click Vendors on the submenu
Type and select the vendor’s name in the filter and click Search
Click on the vendor row to open the Vendor Details page
Select the Users tab to view a list of Vendor Users. Data includes name, email and status.
a. If needed, click the Unlock icon in the Action column on the vendor row to unlock the Vendor User
b. Optionally, click the edit icon (pencil) in the Action column to update the following Vendor User data:
i. First Name
ii. Last Name
iii. Email
iv. Authentication Status: Use the drop-down to update the authentication status. Options are:
Active
Disabled
Locked
a. To unlock a Vendor User, select Active from the authentication status drop-down.
v. Click the Resend Email hyperlink to resend the Vendor User’s confirmation email
vi. Click the Reset hyperlink to reset the Vendor User’s authentication details
Add Note
Notes added to the Vendor profile are not visible to the Vendor.
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Employer Vendor Payment Sign Off Required - Employers receive a notification requesting sign-off after a vendor payment entry is created
Employer Vendor Payment Sign Off Pending - Set the frequency of the ongoing reminder for employers
Vendors Vendor Account Owners and Vendor Users can also utilize this message template on-demand by using the blue Send Sign-Off Reminder button
Vendors Vendor Account Owners and Vendor Users may select the entries that are awaiting employer sign off and click the blue Send Sign-Off Reminder button or simply click the button to automatically select all available entries and send reminders
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