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 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.