Adding Offline Vendors
- Joseph Averkamp
Vendors are a large part of the purchasing process and Procurement Partners offers robust options for adding new offline vendors, modifying item attributes in vendor catalogs, and creating order guides. This guide covers how to add new offline vendors to the system.
Vendors Tab
The Vendors link, located under the Vendor Mgmt tab, will display a list of the offline vendors that have been entered for your organization. You can search through the available vendors using the Search options at the top of this box, or navigate through the list using the numbered circles or arrows.
To add a new offline vendor, click the New Offline button.
Fields marked with a red asterisk (*) are required fields.
Name* – Enter the name of the offline vendor into this field.
DB Code* – Optional field in which you can enter a database code.
Code – Enter a unique classification code for this vendor. The code must be unique from other vendor codes that already exist. This field is required.
AP Code – Enter your organization’s AP Code in this field; this will identify the vendor you’re your accounting system. If each location that utilizes this vendor uses a separate vendor code, you can set location-specific AP codes on the Location tab.
Address / City / State / Zip – Enter the address for the offline vendor into this field. Two fields are provided for longer addresses.
Phone / Fax – Enter the phone and fax numbers for the offline vendor into this field. Must be entered in format ###-###-####.
Email – Enter the email for the offline vendor into this field.
Freight Code –Enter a freight code that can be used to identify freight charges. This is generally not applicable to offline vendors.
Vendor Group – Select a vendor group for the offline vendor.
Contract Start Date – Enter the start date of your contract with this vendor, if applicable. Must be entered in format MM/DD/YYYY or selected with calendar button.
Contract Expire Date – Enter the expiration date of your contract with this vendor, if applicable. Must be entered in format MM/DD/YYYY or selected with calendar button.
Contract Review Date – Enter the review date of your contract with this vendor, if applicable. Must be entered in format MM/DD/YYYY or selected with calendar button.
Notes – Add any additional notes about this vendor here.
Assign to Default Offline Invoice Rule – This checkbox will cause the new vendor to have the preset “default” offline invoice rule assigned to it once the vendor is created. If this box is not checked, no rules will apply to the vendor upon its creation and a rule will need to be assigned manually via the Administration – Invoice Rule tab.
After you have saved your new vendor addition with the Save button, an additional icon will appear at the top of this screen that will allow you to attach a file 
Locations Tab
On this screen, you can add the specific locations that should have access to this Offline Vendor. In addition, you can enter the specific AP Code for each Location being added which will be tracked on the Offline Vendor Invoices.
Processing Tab
On this screen you can select the default product attributes for the vendor.
GL Group – In this dropdown, select a GL group that would be appropriate for this vendor as a default. If the user has the option enabled to select other GL codes, the other codes in the GL group you select will be selectable upon offline invoice entry.
Formulary / Preferred / Capital – Not applicable to offline vendors.
Message – Add an optional message regarding this vendor, if desired.
AP Import Tab
Select which AP import processes you’d like this offline vendor’s invoices to be included within. The offline vendor’s invoices will be included with all AP imports that are moved to the “Selected” column using the arrow buttons.
Remittance Tab
If you have a vendor that goes into remittance, you can enter the remittance address information in this tab.
Once you have entered all needed fields, click the Save button to save your new offline vendor.