Vendors 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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Profile Overview

The vendor profile allows users to submit entries for payment and to view service account connections.
*Please note: Vendors can only log into the web portal and the mobile web full site, not the mobile app or mobile web.

Profile Activation

After the vendor profile has been created, DCI will send a system-generated email (sender email address is: support@dcisoftware.com) 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
   a. 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.
   b. 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:
   a. At least ten characters
   b. Contain one uppercase and one lowercase letter, number, and special character.
   c. Do not contain more than two repeated characters in a row
   d. 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
   a. Select a security question, type an answer, and click Save.
   i. The security question and answer will be used as verification if the user selects the Forgot Password link to reset the profile password
   ii. 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
• 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:
o Username – Click the username to view user details
o Settings – Click to update user settings including password, security question, email, or username.
o Logout - Click to log out of DCI

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

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
   a. Entry Type (required): Defaults to Vendor Payment
   b. Account Type (required): Hourly or Vendor depending on the service code
   c. Client (required): Type the client name and select it from the drop-down

7. Please note: Only clients who have an active service account with the vendor display
   d. Service code (required): Select from the drop-down
   e. Dollar Amount (required): Enter the total amount for the invoice for all dates of service
   f. Invoice Number (required): Enter the invoice number
   g. Vendor Payment Reference Fields 1-5 (optional): Optionally add any additional information regarding the vendor payment
   h. 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.

8. Please note: The sum of the dates of service must match the dollar amount entered in the Dollar Amount field (see step 6e)
   i. Notes (optional)
   j. Invoice Attachment (required): Click the Choose Files button to select and upload the invoice. Attachment must be in PDF, JPG, or PNG format.

9. Click Save

10. 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:
   a. Id: System-generated identification number assigned to the entry
   b. Invoice Number
   c. Service Date
   d. Account Type
   e. Cost Center
   f. Client Name
   g. Service Code
   h. Amount
   i. Status:

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

6. Unvalidated – Awaiting system processes

7. Approved – Approved and ready to be processed

8. Canceled

9. 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.

10. Paid – Processed through payroll and paid to vendor
    j. Action: Entries in Pending status may be edited if created by the user. If applicable, indicated by an edit icon.

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
   a. 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:
   a. Client Name
   b. Account Type: Vendor Service
   c. Service Code
   d. Cost Center
   e. Status: Active or Inactive

5. Optionally, use the filters to refine results:
   a. Client Name: Type and select from the drop-down
   b. Service Code: Type and select from the drop-down
   c. Status: Active or Inactive

6. Click the blue Search button to return updated results

7. Click the Reset button to clear filters

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