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Vendor/Customer Modification (VCM) Transaction

A Vendor/Customer Modification (VCM) transaction is used to modify or add to an existing vendor or customer record. This transaction is used to update Vendor Customer table information, Customer Account Options table information, and 1099 Reporting Information table information. This transaction can be sent through workflow and approvals. Changes submitted through this transaction will only apply to a single record.

Examples of when a VCM transaction should be used include the following:

• Modifying Organization or EFT/Prenote Information

• Adding a new address for an existing Vendor Customer record

• Modifying an existing address

• Adding a new Customer Account record

• Modifying an existing Customer Account record

• Modifying a Vendor’s Legal Address or other 1099 information

• Adding 1099 Reporting Information for a new Taxpayer ID Number

• Modifying an existing record’s Legal Name

• Creating an ”active” vendor when an active customer already exists, or vice versa

• Adding, updating, or deleting a vendor’s W-8 Form information

The VCM transaction cannot reference any other transaction in Advantage and it cannot be referenced by any other transaction in Advantage. The VCM transaction cannot be copied, and it cannot be modified once it has a Status of Final.

The VCM transaction can be created by selecting the Modify Existing Record action on the Vendor/Customer table or Customer Account Options table. The VCM transaction can also be created from the Transaction Catalog.

When the TIN Enforcement flag is selected on the Vendor Customer Configuration (VCNFG) page, the Taxpayer ID and TIN Type fields are required on this page 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. The VCM transaction cannot be used to associate a temporary TIN to a VCUST record. It also cannot be used to create a new temporary TIN. New temporary TINs must be created in 1099I with the Temporary TIN Indicator selected. Once created, the temporary TIN can be associated with a vendor on VCUST.

When the Temporary TIN Indicator check box on the 1099I page is checked, alphanumeric characters are allowed in the TIN. When the Temporary TIN Indicator check box on the 1099I page is unchecked, alphanumeric characters are not allowed in the TIN and an error message is issued. 

The Vendor Customer Modification Query allows you to search by either Vendor or transaction-specific information to locate a specific VCM transaction. Links are provided to open the VCM transactions. The Vendor Customer Modification Query can be accessed from Global Search or from the Vendor/Customer table. If the Vendor Customer Modification Query is accessed from Vendor/Customer, then all VCM transactions that have a Vendor/Customer Code matching the Vendor/Customer Code on the selected Vendor/Customer record are displayed.

Additionally, on the Vendor Customer Modification (VCM) transaction, the Commodity Code pick field that contains the Commodity Code information also includes the Extended Description field on the grid section, which displays a maximum of the first 255 characters of the Extended Description for the Commodity.

When the Customer Self Service (CSS) related fields are updated and the CSS Status is Requested, on submitting the VCM transaction, the system automatically generates a Customer User Maintenance (CDOC) transaction. Refer to the “Customer Self Service” topic in the CGI Advantage Accounts Receivable User Guide for information about CSS.  

Additionally, the Prenote/EFT – Address tab can be enabled using the DESIGNER page. By default, this tab is not displayed. When this tab is enabled, the Prenote/EFT section information on the Vendor/Customer tab and Address tab will be protected and will only display the active EFT record. The EFT Status equaling “Eligible for EFT” defines the active EFT record.  Please note, that only one record can be Eligible for EFT at a time. Prenote/EFT Address table allows for more than one EFT record to be displayed. This table shows the Active EFT record, the Prenote Record, and/or any historical EFT records. This table is used to maintain all EFT records. If a user or process modifies the current active EFT record, the system updates the protected fields accordingly.

When the Prevent Open Agreements with Inactive Address (AGR_CHK_AD_DEACT) and/or Prevent Schedule Payments with Inactive Address (PYMT_CHK_AD_DEACT) parameters are set to True on the Application Parameter (APPCTRL) table, the system performs the following logic on a Vendor Customer Modification (VCM) transaction:

• During VCM transaction validation, the system checks for any related open transactions associated with the vendor or customer whose address is being modified.

• If such transactions exist, the Related Open Transactions link will be displayed.

• Selecting this link opens the Open Transactions with Vendor Change Inquiry page, which lists all open transactions that require review before proceeding with the requested changes on the VCM transaction.

When the application parameter, Allow Multiple Prenote\EFT (PNOTE_MULTI_EFT) is set to True, the CVL values, Not Eligible for EFT–Dir Dps and Not Eligible for EFT–Vend Rqst are displayed on the EFT status field of the Vendor Customer (VCUST) table, Vendor Customer Creation (VCC) and Vendor Customer Modification (VCM) transactions. The Prenote/EFT section information on the Vendor/Customer tab and Address tab is protected and only displays the active EFT record.

To support the Virtual Card Account program and identify the vendors that are eligible for VCA payments, the Disbursement Options section in the Vendor/Customer Modification (VCM) transaction includes the following fields:

• Eligible for VCA Payments – This flag is used by interfaces to identify if the record is eligible for VCA payments. The default value of the Eligible for VCA Payments flag is set to No (Unchecked).

• VCA Effective From Date – It is required when the Eligible for VCA Payments flag is set to Yes (Checked).

• VCA Effective To Date – This is an optional field.

• VCA Primary Email – This field is required when the Eligible for VCA Payments flag is set to Yes (Checked).

• VCA Secondary Email – This is an optional field.

• VCA Comments – This is an optional field.

Additionally, on the Vendor Customer Modification (VCM) transaction Disclosures tab is provided which can be enabled through designer to maintain disclosure information.

If Disclosure Type equals Bank Reference Info, then the Name, City, State, and Phone Number for the Bank are required.

If Disclosure Type equals Owners/Officers Info, then the Name, Title, City, and State of Residence for the owner/officer are required.

If the Legal changes when agreement is open (LGL_CHG_AGR_CHK) parameter is set to True on the Application Parameter (APPCTRL) page, then the Related Open Transactions action is enabled on the tab-level menu on the Header tab, and on the grid level menu on the 1099 Reporting Information and Address tabs of the VCM transaction. Also, the Open Transactions with Vendor Change page will also be enabled, displaying open Agreements and Payment transactions when the following conditions are met:

• Changes are made to the Legal Name section or the 1099 Reporting Information section, and the vendor has open agreements with a transaction code where ‘Include for Vendor Change – Open Agreement Transactions’ is set to True on the Transaction Control (DCTRL) page; the system issues an error message requiring an override to proceed when the Validate button is selected.

• Similarly, if the same application parameter is set to True, and changes are made to the Address section – Order and Payment Address Types ‘Active To’ field, and the vendor has open payments with a transaction code where ‘Include for Vendor Change – Open Agreement Transactions’ and ‘Include for Vendor Change – Open Payment Transactions’ is set to True on the Transaction Control (DCTRL) page, the system issues an overridable error message, requiring an override to proceed when the Validate button is selected.

• To populate contract transactions under the Open Transactions with Vendor Change page, the system checks the value of the Contract End Date Age During Legal Change (CTR_ENDDT_AGE) parameter on the Application Parameter (APPCTRL) page. This parameter defines the number of months the system looks back to verify whether a contract has its End Date field populated.