/
Vendors - Admin Guide - FI Mode Only

Vendors - Admin Guide - FI Mode Only

Description: In this guide, the user will learn how to create, link, edit, and manage Vendor profiles.
Roles Required: Super User
Permissions Required: Vendor Admin

Vendor 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)

  • 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

  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 Add New Vendor 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. 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.

      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 Account Owner 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

Create Vendor Service Account

*Please note: An active service account for the client and service code is required for the vendor to create vendor payment entries.

  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 on the vendor row to open the Vendor Details page

  6. Click Actions

  7. Select New Vendor Service Account from the drop-down menu

  8. Complete the Add New Service Account form wizard

    1. Vendor Name (required): Auto-populates

    2. Account Type (required): Auto-populates to Vendor

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

    4. Service Code (required): Auto-populates to Vendor after client is selected

    5. Funding Source (required): Select from the drop-down

    6. Cost Center (required): Type and select from the drop-down

    7. Account Reference (required): Payroll Engine Employer Account ID

    8. Status (required): Select Active or Inactive. Defaults to Active.

  9. Click Save

  10. Click Yes to confirm

View Vendor Service Accounts

  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 on the vendor row to open the Vendor Details page

  6. Click on the Accounts tab

  7. Optionally use the filters to locate a specific account and click Search

  8. View the service code, cost center, client, unit, and status.

  9. Click on an account row to open the Account Details page and to view the details, vendor details, and to take action (add a note or attachment, or edit the account or custom field values). View entries, notes, attachments, events, custom fields, and history for the account.

Create Vendor Payment Entry

  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 on the vendor row to open the Vendor Details page

  6. Click Actions

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

  8. 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 ID Reference field on the Authorization.

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

    6. Account Reference (required): Prefilled with data from the vendor service account

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

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

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

    10. 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 8f)

    11. Notes (optional)

    12. 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

Approve Vendor Payment Entry

  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 on the vendor row to open the Vendor Details page

  6. Click on the Entries tab

  7. Optionally use the filters to locate a specific entry and click Search

  8. Click on the entry row to open the Entry Details page

  9. Click Actions

  10. Select Approve from the drop-down menu

  11. Click Yes to confirm

Reject Vendor Payment Entry

  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 on the vendor row to open the Vendor Details page

  6. Click on the Entries tab

  7. Optionally use the filters to locate a specific entry and click Search

  8. Click on the entry row to open the Entry Details page

  9. Click Actions

  10. Select Reject from the drop-down menu

  11. Click Yes to confirm

Edit Vendor Payment Entry

  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 on the vendor row to open the Vendor Details page

  6. Click on the Entries tab

  7. Optionally use the filters to locate a specific entry and click Search

  8. Click on the entry row to open the Entry Details page

  9. Click Actions

  10. Select Edit Entry from the drop-down menu

  11. Make changes in the Edit Entry form wizard as needed

  12. Click Save

  13. Click Yes to confirm

View or Download Invoice Attachments

  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 on the vendor row to open the Vendor Details page

  6. Scroll down to the Entries tab

  7. Optionally use the filters to locate a specific entry and click Search

  8. Click on the entry row to open the Entry Details page

  9. Click on the Invoice Attachments tab

  10. Optionally use the filters to locate a specific invoice and click Search

  11. View attachment date, file name, file type (i.e., .pdf), file size, the name of the user who attached the invoice, and the status.

    1. In the Download column, click the eye icon to view the attachment or the download icon to download it to the device.

  12. 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

  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 on 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 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

Add Vendor Users (optional)

  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

  9. 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.

  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 on the vendor row to open the Vendor Details page

  6. Click on the Attachments tab

  7. Click the view or download icon as needed

  8. 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)

  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 on the vendor row to open the Vendor Details page

  6. Select the Users tab to view a list of Vendor Users. Data includes name, email and status.

    1. If needed, click the Unlock icon in the Action column on the vendor row to unlock the Vendor User

    2. Optionally, click the edit icon (pencil) in the Action column to update the following Vendor User data:

      1. First Name

      2. Last Name

      3. Email

      4. Authentication Status: Use the drop-down to update the authentication status. Options are:

        1. Active

        2. Disabled

        3. Locked