Instructor: Prior to submitting a request
for a new supplier, you should always verify
if the supplier exists.
To do this, use the UVM Supplier Lookup Query
in the UVM Business Manager Work Center.
Click on the UVM Business Manager Work Center tile,
then Queries, then PurCard and Purchasing queries
and the UV Supplier Lookup.
To use this query, enter information related
to the supplier between the two percent signs.
In this example, I'm looking up Black Mountain Pottery,
so I will enter Black in between the two percent signs
in the supplier name.
When I view the results, it's going to show me all suppliers
that contain the word Black in the supplier name
or additional name.
Since the results exceed a hundred,
I can narrow down my search results
by adding additional information to the search fields.
Here you can see I entered Black Pot
with percent signs in between Black and Pot,
and at the beginning and end.
Here you can see that this supplier does exist
but the status is currently unapproved.
In this situation, I would need to work
with the disbursement center,
obtain the necessary information
for the supplier to be approved and activated.
In this example, I'm looking for the Blue Man Group.
So I enter Blue in the Supplier Name field
and since there are 50 results, I decided to enter Man
to narrow down the results.
Here you can see that this supplier does not exist.
I could search further by the address
or the city in case the supplier is set up
under a different name than Blue Man Group.
To request a new supplier,
you can request it using the New Supplier form
or there is a link directly on the requisition.
When you create a new requisition under special requests,
the Request a New Supplier link has been updated
to go directly to the New Supplier form.
When you click the link, a new tab will appear
where you can select the form Supplier,
and then click Add to complete the form.
The requisition page has also been updated
to require the supplier ID and name prior to submission.
If you are creating a requisition
and need to request a new supplier, you will not be able
to submit the requisition until you have a active supplier
in those fields.
Alternatively, you can navigate directly
to the New Supplier form
in the UVM Business Manager Work Center
under Purchasing and Accounts Payable,
New Supplier Request form.
And when you click the link it will take you
to Find an Existing Value tab.
To request a new supplier, click the Add a New Value tab,
then choose the supplier form
from the dropdown and click Add.
This will open up directly to the form.
You can click on the Instructions tab
to view the instructions for this form.
This may contain important information,
especially for international suppliers
and details for completing the form
and necessary attachments.
After reviewing the instructions, click the Form tab
in the subject, enter the name of the supplier,
followed by your net ID.
The priority and the due date are not used for this form.
In the net ID enter the net ID of the requester.
That could be you or if you are completing this form
for somebody else in your department
who has direct contact with a supplier,
you may want to enter their information.
Enter the preferred name, phone number, and email address.
Under the supplier information,
make sure to enter the complete supplier name
and do not use any abbreviations.
The supplier name should be the supplier's
legal business name.
If they have a DBA, you can enter
that information in the DBA field.
Next, choose the EIN type.
You can choose EIN, Social Security Number,
or Tax ID Number
if you choose EIN or Social Security Number,
please use the format as indicated without dashes.
Then enter the supplier contact name, phone number,
and email address as well as complete address.
There are three address lines, if needed.
You can enter the country abbreviation using
all capital letters or click the magnifying glass
to look it up.
You must enter the country
before selecting a state or province.
Again, you can enter the state by using the abbreviation
with all capital letters
or using the magnifying glass to look it up.
Then enter the city and the postal code.
The next section is for disbursement center use only.
Please do not enter any information
into the Supplier's Short Name Field.
If you have any additional information that you would like
to provide to the Disbursement Center,
you can enter it in the More Information field.
Make sure to click Save.
You must hit Save prior to adding attachments.
Click the Attachment tab to add attachments.
The supplier must have a W9, or a new supplier W9 form
to be reviewed and approved.
Click on the Attachment button
and then navigate to the folder on your computer
to choose the attachment.
You can rename the attachment if you choose
under the description.
When you have finished adding all of your attachments,
click the Form tab to return to the form
and then click Submit.
A window will appear showing you who the approvers
and reviewers are for the supplier form.
You can click okay to return the form
and then navigate away from the form to continue your work.
If you want to look up a New Supplier Request form
that you've submitted, you can click
on the New Supplier Request form
and on the Find an Existing Value, click Search.
This will return all the forms that you have submitted.
Once this form is approved,
you will receive an email notification stating
that the form has been approved,
but the supplier still requires additional processing.
We have created a pivot grid that allows you
to track the status of all the forms that you've created
as well as the associated suppliers.
There's a link to this pivot grid in the email
that you received when the form is approved,
as well as in the UVM Business Manager Work Center.
To find the pivot grid, navigate to Queries,
and then PurCard and Purchasing Queries,
and click Supplier Status.
This will open up the pivot grid,
which will have a bar chart showing Approved,
Unapproved and Blank, with a count of the number
of forms in each of those categories.
Approved indicates that the supplier has been approved.
Unapproved is is all the forms
that you've submitted and a supplier has been created,
but the supplier is not approved yet.
Blanks indicate all the forms that you have submitted
but a supplier has not been created.
Those forms may be approved or pending approval.
You can review all of your forms in the grid
below the bar chart.
The grid includes the Form Sequence Number,
the subject that you entered, the status of this form,
your net ID, the date you submitted it,
the last updated user or approver of the form,
when it was approved,
the supplier ID that was created from the form
and the status of the supplier.
If you would like to add the pivot grid to your homepage,
you can do so using the homepage personalizations.
From your homepage, click the Action icon,
then Personalize Homepage.
Make sure that you are on the homepage you would like
to add your pivot grid to, and then click Add Tile.
In the Search a Tile field, enter Supplier,
then choose Supplier Status Pivot Grid.
This will add the pivot grid to your homepage.
Click Save, and then you will see
that this tile has now been added to your homepage.
It only shows the bar chart with the statuses.
When you click on the tile,
it will open up the same bar chart
and grid that you see
in the UVM Business Manager Work Center.