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 enable log in; and view, edit, or deactivate vendor profiles.

*Please note: Vendor profiles cannot be deleted, but the status can be changed to inactive.

Role Required: Super User

Permission Required: Vendor Admin

Required Entities Before Creation:

• Cost Center

Create Vendor

1. Log in to DCI

2. Click Home on the main menu

3. Click Vendors on the submenu

4. Click Actions

5. Select Add New Vendor from the drop-down menu

6. 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: support@dcisoftware.com) 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.

7. Click Save 

8. Click Yes to confirm

View, Edit, or Deactivate Vendor Profile

1. Log in to DCI

2. Click Home on the main menu

3. Click Vendors on the submenu

4. Type and select the vendor's name in the filter and click Search

5. Click anywhere in the vendor row to open the Vendor Details page

6. Click Actions 

7. Select Edit Vendor from the drop-down menu

8. 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

9. Click Save 

10. Click Yes to confirm

Edit Vendor Profile & Enable Vendor Login

1. Click Home on the main menu

2. Click Vendors on the submenu

3. Use the filters and click search to update the Vendor table

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

5. Click the Actions button

6. Click Edit Vendor

7. Click the Authentication Information tab

8. Check the Enable Vendor Login box

9. Username - System-generated based on Vendor name entered

10. Authentication Status - Defaults to active if Enable Vendor Login is checked

11. Enter password and confirm password

12. Click Save

13. User receives an email to confirm their profile

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