The Vendor Customer Configuration (VCNFG) page allows you to establish the default length, prefix, and/or require auto numbering for the Vendor Customer code, Address ID, and Contact ID. The External Business Type Certification Allowed field determines whether a vendor can modify the certification fields from within Advantage Financial (Financial). The Commodities, Service Areas, Attachments, and Business Types fields determine whether a Commodity, Service Area, attachment and/or Business Type is required for a new vendor, required for all vendors, or not required.
This page also allows a Wildcard Vendor/Customer Code to be established. This wildcard Vendor/Customer code can then be used on the Unit of Measure by Vendor and Item (UOMV) table. Note, that the value entered in this field cannot exist on the Vendor/Customer (VCUST) table as a vendor code. The default value is provided as ALL.
The TIN Verification, DUNS Verification, Custom Verification, and Activation Code Verification fields allow you to specify how existing vendor accounts are verified in VSS. The verification field used depends on the verification option that the vendor chose when setting up the account. Valid values are:
Automated – This is the baseline delivered value.
If selected, and the vendor’s email is found on the existing account, then the Activation Code is immediately emailed to the vendor after selecting the Activate Account action in VSS.
If selected, and the vendor’s email is not found on the existing account, then the user is taken to the Request Activation Code page after selecting the Activate Account action in VSS. See below for information on the Request Activation Code page.
Hide – If selected, then VSS registrants cannot select that verification option during registration. Also, the verification option won’t be displayed on the Activation page when activating an existing vendor account. This value cannot be selected for the Activation Code Verification field, if the Custom Verification field is not set to Hide.
For any existing vendor records that have a verification method which has been set to Hide, the system will default to use the Activation Code Verification method.
Manual – If selected, then the user is taken to the Request Activation Code page after selecting the Activate Account action in VSS. See below for information on the Request Activation Code page.
Each of the verification methods above can have different values and independent of each other. For example, if Activation Code Verification is set to Automated and TIN Verification is set to Manual on VCNFG, and the vendor has Verify my Location by set to Use My TIN, then the VSS logic will use the Manual verification process. Similarly, if Verify my Location by is set to Activation Code, then the Automated verification process is used.
The Request Activation Code page acts as the starting point for a vendor needing to obtain their activation code. The vendor has to include information like their name, phone number and email which helps the administrator in Financial in verifying their identity. Upon clicking Submit on the Request Activation Code page, a notification (ACTREQ) is generated to the internal Financial admin user, which is set up on the ELGT table. This is to start the Activation Process in Financial. As part of this email notification, and to make the review process easier, it contains a field that lets the admin user know if the email is part of the vendor contacts. It eliminates the need for the admin user to have to do that manually. The Financial admin user must set the Send Activation Code field to Yes either via a VCM transaction or on the Vendor/Customer table. After submitting the VCM (with Send Activation Code set to Yes) and running the Synchronization processes, an email is sent to the vendor with the Activation Code. The admin user can also choose to reject the VCM that is created or set the Send Activation Code field to No on VCUST, if they do not approve the vendor requesting to activate the account. Note: The ALW_AUTO_ACTIVATION_VCM parameter on the Application Parameter table in VSS determines whether the VCM is automatically generated.
When the TIN Enforcement flag is selected on this page, the Taxpayer ID and TIN Type fields are required in the Vendor/Customer Creation (VCC), Vendor/Customer Modification (VCM), and Vendor/Customer (VCUST) pages for all active vendors except the miscellaneous and internal vendors, if the 1099 Classification, 1042-S Ch. 3 Recipient Code, and 1042-S Ch. 4 Status Code fields are left blank.
When the Send to IRS Enforcement flag is selected on this page and when a new record is added to the 1099 Reporting Information (1099I) table through the Vendor/Customer Creation (VCC) or Vendor/Customer Modification (VCM) transaction or the Name field is modified in the existing record on 1099I or the Name field is modified through the VCM transaction, the Send to IRS flag is automatically selected on 1099I.
The field values set on this page must match between CGI Advantage Financial and Vendor Self Service.
This is a configuration table used to establish vendor customer configurations and it is assumed once it is established, it will not be changed. Any changes to this table require significant investigation to verify that the new settings do not cause records to be generated that error out because of existing data.