WEBVTT 1 00:00:05.760 --> 00:00:07.800 Prior to submitting a request 2 00:00:07.800 --> 00:00:10.620 for a new supplier, you should always verify 3 00:00:10.620 --> 00:00:12.693 if the supplier exists. 4 00:00:13.770 --> 00:00:18.060 To do this, use the UVM Supplier Lookup Query 5 00:00:18.060 --> 00:00:20.433 in the UVM Business Manager Work Center. 6 00:00:21.450 --> 00:00:25.080 Click on the UVM Business Manager Work Center tile, 7 00:00:25.080 --> 00:00:30.080 then Queries, then PurCard and Purchasing queries 8 00:00:31.350 --> 00:00:33.633 and the UV Supplier Lookup. 9 00:00:35.670 --> 00:00:40.320 To use this query, enter information related 10 00:00:40.320 --> 00:00:43.683 to the supplier between the two percent signs. 11 00:00:44.610 --> 00:00:49.230 In this example, I'm looking up Black Mountain Pottery, 12 00:00:49.230 --> 00:00:52.590 so I will enter Black in between the two percent signs 13 00:00:52.590 --> 00:00:53.883 in the supplier name. 14 00:00:54.930 --> 00:00:58.017 When I view the results, it's going to show me all suppliers 15 00:00:58.017 --> 00:01:01.980 that contain the word Black in the supplier name 16 00:01:01.980 --> 00:01:03.243 or additional name. 17 00:01:06.630 --> 00:01:08.880 Since the results exceed a hundred, 18 00:01:08.880 --> 00:01:10.590 I can narrow down my search results 19 00:01:10.590 --> 00:01:13.923 by adding additional information to the search fields. 20 00:01:16.830 --> 00:01:19.510 Here you can see I entered Black Pot 21 00:01:20.400 --> 00:01:23.850 with percent signs in between Black and Pot, 22 00:01:23.850 --> 00:01:26.013 and at the beginning and end. 23 00:01:26.880 --> 00:01:30.000 Here you can see that this supplier does exist 24 00:01:30.000 --> 00:01:33.120 but the status is currently unapproved. 25 00:01:33.120 --> 00:01:34.922 In this situation, I would need to work 26 00:01:34.922 --> 00:01:37.290 with the disbursement center, 27 00:01:37.290 --> 00:01:39.930 obtain the necessary information 28 00:01:39.930 --> 00:01:44.130 for the supplier to be approved and activated. 29 00:01:44.130 --> 00:01:47.760 In this example, I'm looking for the Blue Man Group. 30 00:01:47.760 --> 00:01:50.860 So I enter Blue in the Supplier Name field 31 00:01:52.560 --> 00:01:55.830 and since there are 50 results, I decided to enter Man 32 00:01:55.830 --> 00:01:58.110 to narrow down the results. 33 00:01:58.110 --> 00:02:02.460 Here you can see that this supplier does not exist. 34 00:02:02.460 --> 00:02:05.100 I could search further by the address 35 00:02:05.100 --> 00:02:07.283 or the city in case the supplier is set up 36 00:02:07.283 --> 00:02:10.350 under a different name than Blue Man Group. 37 00:02:10.350 --> 00:02:12.150 To request a new supplier, 38 00:02:12.150 --> 00:02:15.330 you can request it using the New Supplier form 39 00:02:15.330 --> 00:02:18.603 or there is a link directly on the requisition. 40 00:02:19.500 --> 00:02:23.640 When you create a new requisition under special requests, 41 00:02:23.640 --> 00:02:26.970 the Request a New Supplier link has been updated 42 00:02:26.970 --> 00:02:29.973 to go directly to the New Supplier form. 43 00:02:30.870 --> 00:02:33.172 When you click the link, a new tab will appear 44 00:02:33.172 --> 00:02:37.590 where you can select the form Supplier, 45 00:02:37.590 --> 00:02:40.713 and then click Add to complete the form. 46 00:02:42.570 --> 00:02:45.300 The requisition page has also been updated 47 00:02:45.300 --> 00:02:50.300 to require the supplier ID and name prior to submission. 48 00:02:50.370 --> 00:02:51.900 If you are creating a requisition 49 00:02:51.900 --> 00:02:55.167 and need to request a new supplier, you will not be able 50 00:02:55.167 --> 00:03:00.167 to submit the requisition until you have a active supplier 51 00:03:00.360 --> 00:03:01.830 in those fields. 52 00:03:01.830 --> 00:03:04.020 Alternatively, you can navigate directly 53 00:03:04.020 --> 00:03:05.910 to the New Supplier form 54 00:03:05.910 --> 00:03:08.460 in the UVM Business Manager Work Center 55 00:03:08.460 --> 00:03:10.560 under Purchasing and Accounts Payable, 56 00:03:10.560 --> 00:03:12.363 New Supplier Request form. 57 00:03:19.331 --> 00:03:20.760 And when you click the link it will take you 58 00:03:20.760 --> 00:03:23.430 to Find an Existing Value tab. 59 00:03:23.430 --> 00:03:27.930 To request a new supplier, click the Add a New Value tab, 60 00:03:27.930 --> 00:03:29.850 then choose the supplier form 61 00:03:29.850 --> 00:03:32.193 from the dropdown and click Add. 62 00:03:36.990 --> 00:03:39.333 This will open up directly to the form. 63 00:03:40.170 --> 00:03:43.230 You can click on the Instructions tab 64 00:03:43.230 --> 00:03:45.990 to view the instructions for this form. 65 00:03:45.990 --> 00:03:48.150 This may contain important information, 66 00:03:48.150 --> 00:03:51.240 especially for international suppliers 67 00:03:51.240 --> 00:03:53.370 and details for completing the form 68 00:03:53.370 --> 00:03:55.833 and necessary attachments. 69 00:03:56.850 --> 00:03:59.710 After reviewing the instructions, click the Form tab 70 00:04:00.870 --> 00:04:04.140 in the subject, enter the name of the supplier, 71 00:04:04.140 --> 00:04:06.630 followed by your net ID. 72 00:04:06.630 --> 00:04:09.753 The priority and the due date are not used for this form. 73 00:04:12.750 --> 00:04:16.173 In the net ID enter the net ID of the requester. 74 00:04:17.160 --> 00:04:20.490 That could be you or if you are completing this form 75 00:04:20.490 --> 00:04:22.800 for somebody else in your department 76 00:04:22.800 --> 00:04:25.680 who has direct contact with a supplier, 77 00:04:25.680 --> 00:04:28.263 you may want to enter their information. 78 00:04:29.310 --> 00:04:33.930 Enter the preferred name, phone number, and email address. 79 00:04:33.930 --> 00:04:35.700 Under the supplier information, 80 00:04:35.700 --> 00:04:39.390 make sure to enter the complete supplier name 81 00:04:39.390 --> 00:04:41.853 and do not use any abbreviations. 82 00:04:42.870 --> 00:04:45.390 The supplier name should be the supplier's 83 00:04:45.390 --> 00:04:47.343 legal business name. 84 00:04:48.300 --> 00:04:50.520 If they have a DBA, you can enter 85 00:04:50.520 --> 00:04:52.803 that information in the DBA field. 86 00:04:54.870 --> 00:04:57.303 Next, choose the EIN type. 87 00:04:58.380 --> 00:05:02.220 You can choose EIN, Social Security Number, 88 00:05:02.220 --> 00:05:04.240 or Tax ID Number 89 00:05:05.880 --> 00:05:08.480 if you choose EIN or Social Security Number, 90 00:05:08.480 --> 00:05:12.813 please use the format as indicated without dashes. 91 00:05:15.990 --> 00:05:20.430 Then enter the supplier contact name, phone number, 92 00:05:20.430 --> 00:05:25.140 and email address as well as complete address. 93 00:05:25.140 --> 00:05:27.693 There are three address lines, if needed. 94 00:05:29.220 --> 00:05:31.680 You can enter the country abbreviation using 95 00:05:31.680 --> 00:05:34.890 all capital letters or click the magnifying glass 96 00:05:34.890 --> 00:05:35.793 to look it up. 97 00:05:37.530 --> 00:05:39.030 You must enter the country 98 00:05:39.030 --> 00:05:41.433 before selecting a state or province. 99 00:05:42.780 --> 00:05:46.470 Again, you can enter the state by using the abbreviation 100 00:05:46.470 --> 00:05:48.570 with all capital letters 101 00:05:48.570 --> 00:05:51.213 or using the magnifying glass to look it up. 102 00:05:52.590 --> 00:05:55.953 Then enter the city and the postal code. 103 00:05:58.050 --> 00:06:01.500 The next section is for disbursement center use only. 104 00:06:01.500 --> 00:06:03.810 Please do not enter any information 105 00:06:03.810 --> 00:06:06.063 into the Supplier's Short Name Field. 106 00:06:07.050 --> 00:06:09.630 If you have any additional information that you would like 107 00:06:09.630 --> 00:06:11.460 to provide to the Disbursement Center, 108 00:06:11.460 --> 00:06:14.223 you can enter it in the More Information field. 109 00:06:15.750 --> 00:06:18.420 Make sure to click Save. 110 00:06:18.420 --> 00:06:22.173 You must hit Save prior to adding attachments. 111 00:06:23.160 --> 00:06:26.760 Click the Attachment tab to add attachments. 112 00:06:26.760 --> 00:06:31.760 The supplier must have a W9, or a new supplier W9 form 113 00:06:32.520 --> 00:06:34.743 to be reviewed and approved. 114 00:06:35.910 --> 00:06:37.950 Click on the Attachment button 115 00:06:37.950 --> 00:06:41.190 and then navigate to the folder on your computer 116 00:06:41.190 --> 00:06:42.663 to choose the attachment. 117 00:06:43.950 --> 00:06:46.320 You can rename the attachment if you choose 118 00:06:46.320 --> 00:06:47.583 under the description. 119 00:06:49.230 --> 00:06:52.650 When you have finished adding all of your attachments, 120 00:06:52.650 --> 00:06:56.310 click the Form tab to return to the form 121 00:06:56.310 --> 00:06:58.950 and then click Submit. 122 00:06:58.950 --> 00:07:02.340 A window will appear showing you who the approvers 123 00:07:02.340 --> 00:07:04.623 and reviewers are for the supplier form. 124 00:07:05.520 --> 00:07:07.900 You can click okay to return the form 125 00:07:09.090 --> 00:07:12.693 and then navigate away from the form to continue your work. 126 00:07:13.650 --> 00:07:16.530 If you want to look up a New Supplier Request form 127 00:07:16.530 --> 00:07:18.270 that you've submitted, you can click 128 00:07:18.270 --> 00:07:20.400 on the New Supplier Request form 129 00:07:20.400 --> 00:07:24.240 and on the Find an Existing Value, click Search. 130 00:07:24.240 --> 00:07:27.543 This will return all the forms that you have submitted. 131 00:07:30.120 --> 00:07:31.950 Once this form is approved, 132 00:07:31.950 --> 00:07:34.500 you will receive an email notification stating 133 00:07:34.500 --> 00:07:36.540 that the form has been approved, 134 00:07:36.540 --> 00:07:39.783 but the supplier still requires additional processing. 135 00:07:41.010 --> 00:07:44.250 We have created a pivot grid that allows you 136 00:07:44.250 --> 00:07:47.760 to track the status of all the forms that you've created 137 00:07:47.760 --> 00:07:51.150 as well as the associated suppliers. 138 00:07:51.150 --> 00:07:53.610 There's a link to this pivot grid in the email 139 00:07:53.610 --> 00:07:56.490 that you received when the form is approved, 140 00:07:56.490 --> 00:08:00.213 as well as in the UVM Business Manager Work Center. 141 00:08:01.950 --> 00:08:05.970 To find the pivot grid, navigate to Queries, 142 00:08:05.970 --> 00:08:08.340 and then PurCard and Purchasing Queries, 143 00:08:08.340 --> 00:08:11.190 and click Supplier Status. 144 00:08:11.190 --> 00:08:13.260 This will open up the pivot grid, 145 00:08:13.260 --> 00:08:16.560 which will have a bar chart showing Approved, 146 00:08:16.560 --> 00:08:20.130 Unapproved and Blank, with a count of the number 147 00:08:20.130 --> 00:08:22.803 of forms in each of those categories. 148 00:08:23.670 --> 00:08:27.153 Approved indicates that the supplier has been approved. 149 00:08:28.020 --> 00:08:29.860 Unapproved is is all the forms 150 00:08:29.860 --> 00:08:33.870 that you've submitted and a supplier has been created, 151 00:08:33.870 --> 00:08:36.663 but the supplier is not approved yet. 152 00:08:38.130 --> 00:08:41.650 Blanks indicate all the forms that you have submitted 153 00:08:42.960 --> 00:08:46.260 but a supplier has not been created. 154 00:08:46.260 --> 00:08:50.010 Those forms may be approved or pending approval. 155 00:08:50.010 --> 00:08:53.250 You can review all of your forms in the grid 156 00:08:53.250 --> 00:08:54.603 below the bar chart. 157 00:08:55.680 --> 00:08:58.710 The grid includes the Form Sequence Number, 158 00:08:58.710 --> 00:09:03.000 the subject that you entered, the status of this form, 159 00:09:03.000 --> 00:09:06.180 your net ID, the date you submitted it, 160 00:09:06.180 --> 00:09:10.140 the last updated user or approver of the form, 161 00:09:10.140 --> 00:09:12.120 when it was approved, 162 00:09:12.120 --> 00:09:15.930 the supplier ID that was created from the form 163 00:09:15.930 --> 00:09:18.270 and the status of the supplier. 164 00:09:18.270 --> 00:09:21.930 If you would like to add the pivot grid to your homepage, 165 00:09:21.930 --> 00:09:25.113 you can do so using the homepage personalizations. 166 00:09:26.430 --> 00:09:29.232 From your homepage, click the Action icon, 167 00:09:29.232 --> 00:09:32.043 then Personalize Homepage. 168 00:09:35.130 --> 00:09:38.040 Make sure that you are on the homepage you would like 169 00:09:38.040 --> 00:09:42.903 to add your pivot grid to, and then click Add Tile. 170 00:09:44.790 --> 00:09:48.660 In the Search a Tile field, enter Supplier, 171 00:09:48.660 --> 00:09:51.693 then choose Supplier Status Pivot Grid. 172 00:09:53.010 --> 00:09:56.100 This will add the pivot grid to your homepage. 173 00:09:56.100 --> 00:10:00.660 Click Save, and then you will see 174 00:10:00.660 --> 00:10:03.573 that this tile has now been added to your homepage. 175 00:10:05.310 --> 00:10:08.910 It only shows the bar chart with the statuses. 176 00:10:08.910 --> 00:10:10.470 When you click on the tile, 177 00:10:10.470 --> 00:10:12.990 it will open up the same bar chart 178 00:10:12.990 --> 00:10:14.490 and grid that you see 179 00:10:14.490 --> 00:10:16.863 in the UVM Business Manager Work Center.