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Vendors - Admin Guide - FI Mode Only

Vendors - Admin Guide - FI Mode Only

Owned by Stephanie Smith
Last updated: Feb 05, 2025
10 min read

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. Vendors can only submit entries for clients for whom they have active service accounts.
*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
    a. Basic Demographics tab:
    i. Name (required)
    ii. DBA (optional): Doing business as name
    iii. Address (required): Vendor's physical address
    iv. Time Zone (optional): Auto-populates based on address entered
    v. Cost Center (required): Type and select from drop-down
    vi. Phone (required)
    vii. Alternate Phone (optional)
    viii. Email (required)
    ix. Tax ID (optional): Taxpayer identification number (TIN) entered in XX-XXXXXXX format
    x. Verify Tax ID (required if Tax ID was entered)
    xi. URL (optional): Vendor website
    xii. Profile reference (optional): Available field to capture any additional information
    xiii. Status (required): Select Active or Inactive. Defaults to Active.
    xiv. Click Next
    b. Authentication Information tab:
    i. 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. The user must click the link to activate the profile, prompting them to enter their temporary password before updating the password and security question.
    ii. Username (required): System-generated based on Vendor name entered. Used to log in.
    iii. 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.
    iv. Confirm Password (required): Re-enter the password to confirm
    v. Authentication Status: Defaults to active if Enable Vendor Login is checked. Defaults to disabled if Enable Vendor Login is not checked. Optionally select Locked.
    vi. Click Next to proceed
    c. Review Summary tab:
    i. 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
    a. Vendor Name (required): Auto-populates
    b. Account Type (required): Auto-populates to Vendor
    c. Client (required): Type and select from the drop-down
    d. Service Code (required): Auto-populates to Vendor after client is selected
    e. Funding Source (required): Select from the drop-down
    f. Cost Center (required): Type and select from the drop-down
    g. Account Reference (required): Payroll Engine Employer Account ID
    h. 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
    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
    i. Please note: Only clients who have an active service account with the vendor display
    d. Service Code (required): Select from the drop-down
    e. Account Reference (required): Prefilled with data from the vendor service account
    f. Dollar Amount (required): Enter the total amount for the invoice for all dates of service
    g. Invoice Number (required): Enter the invoice number
    h. Vendor Payment Reference Fields 1-5 (optional): Optionally add any additional information regarding the vendor payment
    i. 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.
    i. Please note: The sum of the dates of service must match the dollar amount entered in the Dollar Amount field (see step 8f)
    j. Notes (optional)
    k. 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.
    a. 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

View, Edit, or Deactivate

  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
    a. To deactivate the profile, change the status to Inactive on the Basic Demographics tab.
    b. On the Authentication Status tab, uncheck the Enable Vendor Login box.
    i. Ensure the Authentication Status field has updated to Disabled
    c. 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 Note

Notes added to the Vendor profile are not visible to the Vendor.

  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 Note from the drop-down menu

  8. Complete the New Note form wizard
    a. Note Type (required): Select Note, Comment, Error, Authentication, or Custom from the drop-down
    b. Subject (required): Add subject text
    c. Body (required): Add body text
    d. Attachment (optional): Click the Choose File button to upload an attachment

  9. Click Save

  10. Click Yes to confirm

Add Attachment

Attachments added to the Vendor profile are not visible to the Vendor. Attachments added on a linked client profile may be visible to the Vendor if the ability to view notes is set to yes on the 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 New Attachment from the drop-down menu

  8. Complete the New Attachment form wizard
    a. Name (optional): Name of the attachment
    b. Attachment (required): Click the Choose File button to upload an attachment

  9. Click Save

  10. Click Yes to confirm

Edit Custom Field Values

This is only applicable to organizations that use custom fields linked to the Vendor profile.

  1. Log in to DCI with personal profile

  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 Custom Field Values from the drop-down menu

  8. Edit the value(s) in the Edit Custom Field Values form wizard

  9. Click Save

  10. Click Yes to confirm

Tabs

Tabs are located on the Vendor Details page under the Vendor Details widget. They house information specific to the vendor. All tabs include filters to narrow the results and sortable columns. There are seven tabs:
• Entries – View vendor payment entries along with the entry Id, service date, reference entry Id (if applicable), cost center, client, service code, amount, and status for each entry.
o Click on an entry row to view the details and to take action (add a note or attachment, edit the entry or the custom field values, or approve or reject the entry). View reference entries, invoice attachments, notes, attachments, events, custom fields, and history for the entry.
• Accounts – Display all service accounts for the vendor along with service code, cost center, client, unit, and status.
o Please note: Vendors must have an active service account for the client and service code to create entries.
o Click on a service account row 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.
• Notes – View notes on the vendor profile including the note date, type, subject, body message, and name of the user who created the note.
o Please note: If an attachment is uploaded to the vendor profile, a note is automatically created with the subject Attachment Created. The body field reflects the file name.
o Click on the note row to view its details, events log, and custom fields.
• Attachments – View attachments on the vendor profile including the date the file was attached, file name, file type (i.e., .pdf), file size, the name of the user who attached the file, and the status.
o In the Download column, click the eye icon to view the attachment or the download icon to download it to the device.
o Click on an attachment row to view the details and events log
• Events – Log of all activity on the vendor profile. Includes the event date, subject (i.e., viewed, vendor edited, attachment created, etc.), description of the event, input type (i.e., web portal), operating system and version, app version, and the name of the user who created the event.
• Custom Fields – List of custom fields for the vendor profile. Includes the label, value, EDI (yes or no), if the field is required, and the status.
• History – Record of all changes and edits made to the vendor profile. Displays the modified date, field name that was changed, and the name of the user who made the change.
o Click on a history event row to view the details along with the old and new values
If information exists on a tab, it can be exported. See the Export section below.

Export

  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 a tab to export
    a. Please note: The Export button is only visible if data exists within the selected tab.

  7. Click Export

  8. A CSV file is generated to the device’s downloads

  9. Click the file to open and access data in Excel

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