New Vendor Request

The New Vendor Request form will create a record in the Person/Entity (PE) Information (PEUPPE) page.

Complete the required fields and the desired level of details and submit the record. When the form is submitted, Workflow will manage record details until the record is approved and inserted into the PE subsystem, or rejected. From the editing of form details to the insertion of the record into the database, all efforts are streamlined into a direct line of communication so that the reoccurring administrative functions can be promptly directed to the right person(s). Workflow can also be customized. As a result, the New Vendor Request form standardizes efforts to create a New Vendor record for efficiency.

The New Vendor Request form is designed to create new vendors, not employee records. Follow District procedures for adding an address to an existing Vendor or an employee record.

Within the New Vendor Request form, various codes from the Nucleus (NU) Common Codes (NUUPCD) page may be enforced as if working within the realm of the PE subsystem. Note that these Common Codes are an advanced feature for high-level users and access should be limited to users with a specific security clearance.

Excel Output option is available for approved Vendor records within the PE Information page.

Note: Browser support for the form is Internet Explorer 10 or higher.

The form has three sections:

1. Header — Includes system-generated data that states who created the New Vendor Request and which system or "Connection" was used to create the request.
2. User Section — Contains the Vendor Information for the new vendor.
3. Footer — The footer is where the user is prompted to take action or is informed of the outcome of action. The Request Status area is a system-generated field that indicates what is happening with the present record. The status area will not communicate the approval or rejection of the PTO request. The Footer also contains buttons to reset the form, submit the request, or attach documents to the request.

The exact handling of the Vendor Request will be unique to each District or office. The Workflow engine's base model (no customizations) will email the creator when a request is approved or rejected. Optional comments from the approver may be included in the content of the Workflow email.

All approvers have access to the form in the Update mode. Initiate Update mode through the LINK within the Workflow Task List. While in Update mode, information may be added or edited. Clicking Submit will save the changes and return the form to Workflow to continue its approval (or rejection).

Header

Requestor: Login name of the user logged in.
Connection: Current database connection.

Vendor Information

Name: The Name field will be the Vendor's professional title that will be publicly associated with the Vendor. Vendor names display on correspondence, payments and other official forms. Special instructions, nicknames, aliases are private and may be added to the Comment field when requesting the Vendor. The field will accept up to 70 characters including special characters and spaces. The Name field is not validated. The NU Common Codes Category/Value of PENM/CHECK is not supported within the New Vendor Form.
Security CD: Flag the Vendor as a particular type of Vendor or limit a user's ability to view or update the Vendor's transactions; formerly known as Owner IDs. Choose the appropriate Security Cd from the drop-down list. The strategy for how Security Codes are grouped is site-specific. This field can be set to a default value by the system administrator. Accounting processes can be enforced by Security Codes to help maintain internal controls concerning who is viewing and processing various types of records. Security Code options are defined within the NU Common Code page with a Code Category/Value PEOW/XXXX.
Expire Date: The date the Vendor record will expire and become inactive. Future attempts to use a vendor will fail if the Vendor's expiration date has passed.
Multiple options are in place for adding a date.

• Place the cursor in the date field and press ENTER to enter the current date.
• Click in (or tab into) the Expiration Date field and use the calendar that displays.
• Type the date. Dates may be entered as MMDDYY, MM/DD/YY, MMDDCCYY, MM/DD/CCYY, or M/D (present year).

Status: Drop-down list showing options to describe a Vendor's status. This field can be set to a default value by the system administrator.
Web URL: Use up to 100 characters to state the Vendor's web address.
Contact Name: Vendor's agent to communicate with for needs and concerns. A Contact Name can be up to 90 characters.
Comment: A text field that holds up to 300 characters, and will be visible for the approver in Workflow. Comments will remain with the request and insert into PE Information page on the Text tab.

Address Columns

PO or AP Information fields

The Vendor address is optional information. Note that the fields below both PO Information and AP Information are identical. However, if any fields within the PO or AP Information columns are added, then the Address Type field within that column is required. Additionally, if both address columns include information within the New Vendor Request form, then within the PE Information Page, Addresses tab, there will be two records created. The difference between the two records will be the Address Type. Likewise, the phone numbers from the New Vendor form will cross into the PE Information page, Phones tab. The email addresses will copy into the PE Information page, Emails tab. The maximum number of official address records that can be defined when completing the New Vendor Request is two. Additional addresses can be documented in the Comment field along with other pertinent notes.

Address Type: Choose an Address Type from the drop-down list. If completing addresses for both PO and AP columns, different Address Types are required for each record. This field can be set to a default value by the system administrator. The options displayed are user defined within the NU Common Codes page with a Code Category/Value of PEAD/XXXX where the XXXX describes the address type, such as Shipping, Physical Address, Former Address or otherwise.
Address #1 though Address #4: Enter up to 50 characters to describe the first through the fourth line item that displays within the Vendor's address.
Zip Code: Type a standard five-digit Postal Code. Typing a zip code will trigger the City and State fields to auto populate. If the Zip Code is deleted, the City and State will also be removed. If after typing a zip code the city and state do not auto populate, verify the zip code has been defined or loaded into BusinessPlus. If a zip code is not yet defined, visit the PE Zip Code Translation Tables (PEUPZP) page.
City: The City will auto populate based on the Zip Code entered. Some Zip Codes pertain to multiple cities. To add a city to a Zip Code, update that zip code's record within the PE Zip Code Translation Tables page.
State: The State will auto populate based on the Zip Code Entered. States are defined in common code PEST/XX where XX is the abbreviation of the State. States are linked with zip codes within the PE Zip Code Translation Tables page.
Phone Type: A required field if adding a Phone number. When adding a phone number without an address to the New Vendor Request, the Address Type is also required. This field can be set to a default value by the system administrator. The Phone Types available from the drop-down list are defined in common code PEPH/XXXX where XXXX describes or differentiates multiple phone numbers.
Phone: A text field that will accept up to 32 characters where a phone number may be stored. Once the New Vendor Request is approved, the Phone number will be inserted into the PE Information page, Phones tab. Additionally, the "EXT" field and Country will be visible within the Phones tab.
Ext: Enter up to eight characters to reference an extension number to contact the addressee. Within the PE Information system, the EXT field will display with Phone number information. See Phone above for additional details.
Country: Select a Country from the drop-down list. Countries are defined in common code PECO/XXXX where XXXX is the country.
Email Type: A required field if adding an Email Address. When adding an email without an address to the New Vendor Request, the Address Type is also required. This field can be set to a default value by the system administrator. The Email Types available from the drop-down list are defined in NU Common Codes with a Code Category/Value of PEEM/XX where XX is the abbreviation describing or differentiating the various email types.
Email: Enter up to 50 characters to reference an email address. Once the New Vendor Request is approved, the Email Address will be inserted into the PE Information page, Emails tab.
Use PO Address Info: Check this box to copy the data fields from the PO Information column into AP Information. After checking the box, update the Address Type under the AP Information to distinguish the two addresses. Update other information, like phone or email, as needed.

Footer

The footer section is where the user will be prompted to take action or will be informed of the outcome of action. The Request Status area is a system-generated field that indicates what is happening with the present record. The status area will not communicate the approval or rejection of a request. The footer also contains buttons to reset the form, to submit the request, and to attach documents to the request. The attachment will be accessible in Documents Online through the Administrative Console to advanced users, and viewable on the new PEUPPE record.