FAQs

Required Roles:

• Vendor Manager

Create Vendor Records:

• Go to Acquisitions>Acquisitions Infrastructure>Vendors
• Do a search to see if you've already created an entry for that vendor
• If you don't find a pre-existing entry, choose +Add Vendor:
  
• Complete vendor set-up form:
  • Name: The name of the vendor as it appears on the invoice or state contract. Use all capital letters.
  • Code: A 10 character or fewer code to identify the vendor. The code should include as much of the vendor name as possible. Use all capital letters and no spaces.
  • Status: Active
  • Currencies: This field can be left as the default “ALL” or changed to “USD” or another appropriate currency.
  • National tax ID: This field can be left blank, or enter the federal tax ID for the vendor.
  • Liable for VAT: Leave this box unchecked.
    
• Select the appropriate vendor type(s):
  • Material Supplier: supplies the content; used in POL to indicate which vendor will receive the order and payment; requires a vendor account
  • Access Provider: provides access to electronic resources; requires one or more interfaces
  • Licensor: provides licenses
  • Governmental: tax collection purposes (not used by SUNY campuses)
• Add a Vendor Account for vendors with vendor type: Material Supplier:
  
  • The Account Description and Account Code are used for internal purposes. These fields are alphanumeric. It’s possible to create multiple accounts for the same vendor, in which case, the account description and code become important distinguishers between accounts.
  • If the vendor applies a discount percentage on all orders, that percentage can be entered in the Account Discount Percent field.
  • The Status should be Active and the Note field is optional.
  • Payment Methods is a required field, which can be configured. Accounting Department will likely be the most used payment method.
    Ex Libris Documentation: Configuring Payment Methods
  • Delivery and Claim Information fields are optional.
    
  • When the account is complete, click Save.
• Add an Interface for vendors with a type of Access Provider:
  
  • For the Interface Name, enter the name of an existing interface name from the Community Zone (CZ).
  • Enter an optional Internal Description and Note, and click Save.
    
• Add additional information to the vendor record:
  • Contact Information tab: Enter address, phone, and email contact information for the vendor. Multiple addresses, phone numbers, and email addresses can be added to the vendor record, but only one address, phone number, and email address can be set as the "preferred address."
    
  • Contact People tab: Enter contact information for specific account representatives.
    • Multiple account representatives can be added to the vendor record. All the fields are optional, but it’s most helpful to enter the account representative’s name and Job Description. When complete, click Save.
    • After clicking Save, a second tab will appear for Contact Information. The account representative’s address, phone number, and email address can be entered in the same way as the address, phone number, and email address for the Contact Information for the vendor.
  • EDI Information: For instructions on entering EDI Information, please see the following Ex Libris documentation: Electronic Data Interchange (EDI) and Managing Vendors
  • Usage Data: SUSHI accounts can be set up and/or COUNTER usage reports can be attached to vendor records. See the SLS Training Guide on Usage Report Configuration
• When all information has been added, click Save. The vendor record is complete.

Editing Vendor Records:

• Existing vendor records can be edited by using the ellipses to select Edit
• Existing vendor record can be deleted by using the ellipses to select Delete
  • If inventory is attached to the vendor record, the inventory will have to be removed before the record can be deleted. If an open purchase order line(s) is attached to the vendor record, the POLs will have to be closed or assigned to a different vendor before the vendor record can be deleted.

Related Documentation:

• Acquisitions Working Group – Policy 3: Minimum Vendor Record Information in Alma Institutional Zone (IZ)