Vendor Guide - FI Mode Only

Description: In this guide, the user will learn how to navigate DCI as a vendor.

*Please note: Vendors can only log into the web portal and the mobile web full site, not the mobile app or mobile web.

Roles Required: Vendor

Permissions Required: N/A

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Table of Contents

Profile Overview

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. 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

  • 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)

  • Can submit Payment Information Change Requests via the messaging module (if enabled on the instance) to update how payments are delivered

• 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.

• Vendor profiles cannot be deleted, but the status can be changed to inactive.

Profile Activation

After the vendor profile has been created, DCI will send a system-generated email (sender email address is: return@dcisoftware.com. Note: Your instance may be using a customized email address.) to the vendor email address on the profile. This email must be validated by the vendor to access the system.

1. Select the Activate Your Profile button in the email

   1. Please note: The Activate Your Profile or Reset Password button link will only be active for a specific amount of time (typically 24 hours) determined by the organization.

   2. After clicking the Activate Your Profile button in the email, an alert stating "Invalid Token. Please contact your DCI administrator” will appear if the link is inactive. Select the Resend the email button and try again.

2. The Authenticate Password page will open. Enter the temporary password provided by the organization and click Authenticate.

3. The Update Password page will open. Enter a new password then confirm it and click Update Password. Password criteria are determined by the organization, but typically must be:

   1. At least ten characters

   2. Contain one uppercase and one lowercase letter, number, and special character.

   3. Do not contain more than two repeated characters in a row

      1. Please note: Varies based on the instance

   4. Different from the three previous passwords

4. Select Yes to confirm the password update

5. The DCI profile login page will open. Enter username and password and click Sign In.

6. The update security details page will open

   1. Select a security question, type an answer, and click Save.

      1. The security question and answer will be used as verification if the user selects the Forgot Password link to reset the profile password

      2. Security questions are case sensitive

7. The user is now logged in to the vendor profile

Main Menu

The top portion of the page is called the main menu. From left to right it features:

• Company logo - Click to return to the dashboard

• Home - Click to return to the dashboard

• Mail (envelope) – View messages and take action (Vendor Account Owners only)

  • Please note: Vendor Account Owners can message the following:

    • Active Employers associated with an active client and service account to which the vendor is linked

    • Active clients with an active service account to which the vendor is linked

    • Active guardians associated with an active client and service account to which the guardian is linked

    • Vendor Account Owners can reply to messages sent to them by Super Users and users with the Vendor Admin permission but cannot message them directly.

    • Important! This functionality does not pertain to Vendor Users

• Help - Access the help center and search for articles by keyword or topic

• Username - Displays the username of the user who is logged in to DCI. Click to view the drop-down menu which includes the following:

  • Username – Click the username to view user details

  • Settings – Click to update user settings including password, security question, email, or username.

  • Logout - Click to log out of DCI

Accessing & Navigating the Messaging Module - Vendor Account Owners Only

1. Log in to DCI with Vendor Account Owner profile

2. Select the Mail icon in the top right corner of the main menu

3. Select See All Messages

4. The submenu for the messaging module contains the following tabs:

   1. Inbox - Where messages are stored

      1. Click on a message to read it and view any notes and/or attachments

      2. Messages indicated with a yellow star were sent with high priority

      3. To create a new message, click Actions, then select New Message.

         1. Optionally, click Payment Information Change Request to update payment delivery preferences. See Payment Information Change Request section below for more information.

      4. Use filters to search for specific messages

      5. Archive or delete all, or only selected messages.

   2. Sent - Access sent messages

      1. Click on a message to see if it was read by the recipient. If the recipient's name is orange, it has not been read. If the recipient's name is green, the message has been read.

   3. Archive - Access archived messages

   4. Draft - Access messages saved as a draft

   5. Trash - Deleted messages. Please note: This folder empties automatically.

Payment Information Change Request - Vendor Account Owners Only

To submit a Payment Information Change Request:

*Please note - This feature is an instance level setting. Please Submit a DCI Support Ticket to enable and configure.

1. Select the Mail icon in the top right corner of the main menu

2. Select the Payment Information Change Request envelope drop-down

3. Complete the Payment Information Change Request form wizard:

   1. Payment Type: Use the drop-down to choose either Check or Direct Deposit

      1. Check: If Check is selected, a message displays advising to “Please confirm the address below before proceeding. If this address is not correct, please call your Vendor Relationship Specialist.”

         1. Important! Verify the Vendor address displayed is correct

         2. Click the checkbox attestation (required) indicating “I have confirmed that my address within DCI is correct, and this is where my checks will be delivered.”

         3. Click Save

         4. A confirmation alert displays “Are you sure you want to submit a new Payment Information Change Request?”

         5. Click Yes to confirm

         6. A green success banner displays

         7. A DCI Message is then delivered to the Vendor Account Owners email and DCI Inbox to confirm submission

         8. All requests are automatically routed to the DCI profile configured for your organization, ensuring they are reviewed and processed appropriately.

      2. Direct Deposit: If Direct Deposit is selected, complete the following fields:

         1. Payment Type: Direct Deposit

         2. Account Holder First Name (required): Enter the account holder’s first name

         3. Account Holder Last Name (required): Enter the account holder’s last name

         4. Financial Institution Name (required): Enter the name of the account holder’s financial institution

         5. Bank Routing Transit Number (required): Enter the bank routing transit number

         6. Confirm Bank Routing Transit Number (required): Re-enter the bank routing number to confirm accuracy

         7. Bank Account Number (required): Enter the bank account number

         8. Confirm Bank Account Number (required): Re-enter the bank account number to confirm accuracy

         9. Click the checkbox attestation (required) indicating “I certify that I am authorized to make this change and the information provided is accurate.”

         10. Click Save

         11. A confirmation alert displays “Are you sure you want to submit a new Payment Information Change Request?”

         12. Click Yes to confirm

         13. A green success banner displays

         14. A DCI Message is then delivered to the Vendor Account Owners email and DCI Inbox to confirm submission

         15. All requests are automatically routed to the DCI profile configured for your organization, ensuring they are reviewed and processed appropriately.

Submenu

The left portion of the dashboard is referred to as the submenu. From top to bottom it features:

• Entries – View, create, and edit entries

• Accounts – View service account connections

• Users (Only for Vendor Account Owners) – Add, view, edit, and unlock Vendor Users

Create Vendor Payment Entry

*Please note: An active service account for the client and service code is required to create entries. See the View Accounts section below to determine if an active service account exists.

1. Log in to the DCI web portal

2. Select Home from the main menu

3. Select Entries from the submenu

4. Click Actions

5. Select New Vendor Payment Entry from the drop-down menu

6. Complete the Add New Vendor Payment Entry form wizard

   1. Entry Type (required): Defaults to Vendor Payment

   2. Account Type (required): Hourly or Vendor depending on the service code

   3. Client (required): Type the client name and select it from the drop-down

      1. Please note: Only clients who have an active service account with the vendor display

   4. Service code (required): Select the appropriate service code from the drop-down. If unsure, search by Authorization Number.

   5. Authorization Number (optional): Type and select the associated authorization number for this vendor payment entry. If the service code is unknown, selecting the authorization number completes the Service Code field.

      1. This field maps to the Authorization Number field on the Authorization.

      2. If no results display, a matching authorization has not been found.

   6. Dollar Amount (required): Enter the total amount for the invoice for all dates of service

   7. Invoice Number (required): Enter the invoice number

   8. Vendor Payment Reference Fields 1-5 (optional): Optionally add any additional information regarding the vendor payment

   9. Date(s) of Service (required): This may be one date or multiple dates. Enter the date and the amount for that date then click the blue plus sign (+) to add more as needed.

      1. Please note: The sum of the dates of service must match the dollar amount entered in the Dollar Amount field (see step 6e)

   10. Notes (optional)

   11. Invoice Attachment (required): Click the Choose Files button to select and upload the invoice. Attachment must be in PDF, JPG, or PNG format.

7. Click Save

8. Click Yes to confirm

View Vendor Payment Entry

1. Log in to the DCI web portal

2. Select Home from the main menu

3. Select Entries from the submenu

4. All entries display with the following columns:

   1. Id: System-generated identification number assigned to the entry

   2. Invoice Number

   3. Service Date

   4. Created Date

   5. Account Type

   6. Cost Center

   7. Client Name

   8. Service Code

   9. Amount

   10. Status:

       1. Pending – Awaiting review and approval. May be edited if created by the user.

       2. Unvalidated – Awaiting system processes

       3. Approved – Approved and ready to be processed

       4. Canceled

          1. The system will create one parent entry for the original vendor payment request in Canceled status, and one child entry for each date of service listed on the parent entry. The child entries will be in Pending status and must be approved before being processed.

       5. Paid – Processed through payroll and paid to vendor

   11. Action: Entries in Pending status may be edited if created by the user. If applicable, indicated by an edit icon.

   12. Needs Review: If applicable, a gray question mark indicates Employer Sign Off Pending

Send Vendor Payment Reminder to Employer

1. Log in to the DCI web portal

2. Select Home from the main menu

3. Select Entries from the submenu

4. Click the blue Send Sign-Off Reminder button to automatically select all available entries that are awaiting employer sign-off and send reminders to the employers OR select an entry(ies) by clicking the checkbox on the entry row, then click the blue Send Sign-Off Reminder button.

Edit Vendor Payment Entry

*Please note: Only entries created by the user that are in a Pending status may be edited.

1. Log in to the DCI web portal

2. Select Home from the main menu

3. Select Entries from the submenu

4. Click the edit icon in the Action column on the entry row

   1. Please note: If the entry is in a Pending status but does not display the edit icon, it was not created by the user and cannot be edited.

5. Make desired changes on the Edit Entry form wizard

6. Click Save

7. Click Yes to confirm

View Accounts

An active service account for the client and service code is required to create entries. View Accounts to determine if an active service account exists.

1. Log in to the DCI web portal

2. Select Home from the main menu

3. Select Accounts from the submenu

4. All accounts or connections display in read-only format with the following columns:

   1. Client Name

   2. Client ID

   3. Account Type: Vendor Service

   4. Service Code

   5. Cost Center

   6. Status: Active or Inactive

5. Optionally, use the filters to refine results:

   1. Client Name: Type and select from the drop-down

   2. Service Code: Type and select from the drop-down

   3. Status: Active or Inactive

6. Click the blue Search button to return updated results

7. Click the Reset button to clear filters

Add Vendor Users

*Please note: Only Vendor Account Owners can take this action

1. Log in to DCI

2. Click Home on the main menu

3. Click Vendors on the submenu

4. Use the filters and click Search to update the Vendor table

5. Click anywhere on the Vendor row to open the Vendor Profile Details page

6. Click the Actions button

7. Click Add New Vendor User

8. Complete the Add New Vendor User form wizard

   1. Vendor Name: Auto-populates

   2. Cost Center: Auto-populates

   3. First Name (required): Enter Vendor User first name

   4. Last Name (required): Enter Vendor User last name

   5. Email (required): Enter Vendor User email (must be unique)

   6. Username (required): Create Vendor User username

   7. Password (required): Create Vendor User password using the following criteria:

      1. Must be at least 10 characters

      2. Must contain one uppercase letter, lowercase letter, number, and special character.

      3. Must not contain more than two repeated characters in a row

         1. Please note: Varies based on the instance

      4. The password should be different from the three previous passwords

      5. Password should not contain the user's account name or parts of the user's full name that exceed two consecutive characters

   8. Confirm Password: Retype the password to confirm it

   9. Authentication Status: auto-populates to active (un-editable)

11.   Click the blue Save button

Complete Load Users Import & View Results File

Vendor Account Owners can mass import Vendor Users.

1. Log in to DCI

2. Click Users on the submenu

3. Click the Actions button

4. Select Load Users from the drop-down menu

5. Create the template in Excel with the data from the table below:

   1. First row must be the column headers

   2. Column headers should equal the field names listed below, in the order listed below, no spaces.

   3. All columns must be present, even if optional fields are left blank.