Vendor Profile - Create, View, Edit, or Deactivate - FI Mode Only

Description: In this topic, the user will learn how to create a new vendor profile and optional vendor user(s). Instructions include enabling log in, viewing, editing, or deactivating the vendor profile and optional vendor users.

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. Vendors can only submit entries for clients for whom they have active service accounts. There may be two types of vendors associated with the profile:

Vendor Account Owner: Primary user associated with the vendor when login is enabled
Vendor User(s) (optional): Minor users associated with the vendor profile

*Please note:

Vendor profiles cannot be deleted, but the status can be changed to inactive.
Vendors can only log into the web portal and the mobile web full site, not the mobile app or mobile web.

Role Required: Super User

Permission Required: Vendor Admin

Required Entities Before Creation:

Cost Center

Create Vendor

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 form wizard
1. Basic Demographics tab:
  1. Name (required)
  2. DBA (optional): Doing business as name
  3. Address (required): Vendor's physical address
  4. Time Zone (optional): Auto-populates based on address entered
  5. Cost Center (required): Type and select from drop-down
  6. Phone (required)
  7. Alternate Phone (optional)
  8. Email (required)
  9. Tax ID (optional): Taxpayer identification number (TIN) entered in XX-XXXXXXX format
  10. Verify Tax ID (required if Tax ID was entered)
  11. URL (optional): Vendor website
  12. Profile reference (optional): Available field to capture any additional information
  13. Status (required): Select Active or Inactive. Defaults to Active.
  14. Click Next
2. Authentication Information tab:
  1. Enable Vendor Login (optional): If enabled, 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 email address on the vendor profile. This email must be validated.
  2. Username (required): System-generated based on Vendor name entered. Used to log in.
  3. Password (required): Enter a temporary password. Hover over the white “i” (information) for password requirements. The vendor will be prompted to change their password at log in.
  4. Confirm Password (required): Re-enter the password to confirm
  5. Authentication Status: Defaults to active if Enable Vendor Login is checked. Defaults to disabled if Enable Vendor Login is not checked. Optionally select Locked.
  6. Click Next to proceed
3. Review Summary tab:
  1. Review information for accuracy. Click Back to make edits.
Click Save
Click Yes to confirm

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 anywhere in 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
1. To deactivate the vendor profile, change the status to Inactive on the Basic Demographics tab.
2. On the Authentication Status tab, uncheck the Enable Vendor Login box.
  1. Ensure the Authentication Status field has updated to Disabled
3. These are important security steps so the vendor will no longer be able to log in and create vendor payment entries
Click 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)

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
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)
Click the blue Save button

Manage Vendor User (view/edit)

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
Select the Users tab to view the list of vendor users
Click the pencil icon in the Action column to edit the following fields:
1. First Name
2. Last Name
3. Email
4. Authentication Status
  1. Email Confirm: Displays Yes or No. Indicates if the vendor user has confirmed their profile.
  2. Reset Authentication Details: Click the blue Reset hyperlink to send the vendor user a password reset email