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Vendor Customer Configuration

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.

The Enable Automatic Sender Email Address flag on the Vendor Customer Configuration (VCNFG) page allows you to configure which sender email address is utilized for the ACTREQ notification. If the flag is set to true, then the email will be sent from the Automatic email address mentioned in the ELGT table for ACTREQ. If the flag is set to false, then an ACTREQ notification is sent from the Vendor Email address mentioned on the Request Activation Code page. This flag needs to be enabled through the Configure Page (DESIGNER), as it’s a tertiary field.

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 Default Correspondence Type field on the Vendor Customer Configuration (VCNFG) page allows a user to configure the Correspondence Type for Vendor Contact. The Default Correspondence Type has four values: Select/Blank, Email, Fax, and Postal Service.

• If the value is set to Select/Blank, the Correspondence Type drop-down field displays all the values that is, Email, Fax, and Postal Service in the Vendor/Customer Creation (VCC) transaction, Vendor/Customer Modification (VCM) transaction and Vendor/Customer (VCUST) page.

• If the value is set to Email, the Correspondence Type drop-down field only displays Email in the Vendor/Customer Creation (VCC) transaction, Vendor/Customer Modification (VCM) transaction and Vendor/Customer (VCUST) page.

• If the value is set to Fax, the Correspondence Type drop-down field only displays Fax in the Vendor/Customer Creation (VCC) transaction, Vendor/Customer Modification (VCM) transaction and Vendor/Customer (VCUST) page.

• If the value is set to Postal Service, the Correspondence Type drop-down field only displays Postal Service in the Vendor/Customer Creation (VCC) transaction, Vendor/Customer Modification (VCM) transaction and Vendor/Customer (VCUST) page.

The Legal Name Uppercase field on the Vendor Customer Configuration (VCNFG) page requires the Company Name, Legal Name, or Individual Name (First Name, Middle Name, and Last Name) fields to be entered in capital letters.

• If Legal Name Uppercase is checked, the details entered in the Company Name, Legal Name, or Individual Name fields (First Name, Middle Name, and Last Name) during vendor creation in Vendor/Customer Creation (VCC) and when modifying an existing vendor record in Vendor/Customer Modification (VCM) or Vendor/Customer (VCUST) appear only in capital letters.

• If Legal Name Uppercase is unchecked, the details entered in the Company Name, Legal Name, or Individual Name fields (First Name, Middle Name, and Last Name) during vendor creation in Vendor/Customer Creation (VCC) and while modifying an existing vendor record in Vendor/Customer Modification (VCM) or Vendor/Customer (VCUST) appear in mixed-case letters.

The Hide Optional Access Information Message field on the Vendor Customer Configuration (VCNFG) page allows a user to configure the display of Optional Access Information Messages while activating a Vendor User. The messages control if the optional security levels within VSS need to be selected. This occurs after claiming an existing Vendor Account.

• If Hide Optional Access Information Message is checked, the system suppresses any optional access information messages from being shown on the Account Verification page for a vendor user who is claiming an existing vendor account.

• If Hide Optional Access Information Message is unchecked, the optional access level messages will continue to be displayed on the Account Verification page during the activation of a vendor user.

The Display Delete Action field on the Vendor Customer Configuration (VCNFG) page allows you to configure the visibility of the Delete option in the Addresses & Contacts tab within Advantage Vendor Self Service.

• If the Display Delete Action checkbox is checked, the Delete option appears in the page-level three-dot menu on the Addresses & Contacts tab.

• If the Display Delete Action checkbox is unchecked, the Delete option will not appear in the page-level three-dot menu on the Addresses & Contacts tab.

Note: Configure Page (DESIGNER) can be used to remove the Delete action from the three-dot menu on the Edit Address (UADDR) page within Vendor Self Service.

The Add Business Info Attachments field, when checked (that is, True), then the Add Business Info Attachments page of the Account Information page is enabled. When the field value is unchecked (that is, False), then the new Add Business Info Attachments page of the Account Information page is disabled on the VSS application.

• When the Add Business Info Attachments field has the value as True, then the new Add Business Info Attachments page is displayed when the Legal Information details of the Account Information tab is updated.

• When the user clicks on the SAVE button in either of these situations, they are brought directly to the Add Business Info Attachments page, where the user needs to add at least 1 attachment before they sign the W-9 Form.

When the Add Business Info Attachments field has the value as True and when the Change TIN details of the Account Information tab under 3-dot menu are updated, the system requires an attachment to be attached on the Business Info Attachments page.

• When the user clicks on the SAVE CHANGES button in either of these situations, they are brought directly to the Add Business Info Attachments page where the user needs to add at least 1 attachment before they sign the W-9 Form.

When the Add Business Info Attachments field value has the value as False, then the new Add Business Info Attachments page functionality is disabled on the VSS application and the system does not require an attachment to be attached on the Business Info Attachments page when the Legal Information details of the Account Information tab is updated or the Change TIN details of the Account Information tab under 3-dot menu is updated.

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.