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Vendor/Customer

The Vendor/Customer (VCUST) page, supported by the Vendor Customer Creation (VCC) and Vendor Customer Modification (VCM) transactions, is the location for the primary definition of vendors and customers. Vendor and customer definition are dependent upon several other reference pages before an entity is considered ready for use. For information pertaining to Customer Self Service, refer to the "Vendor/Customer" topic in the CGI Advantage Accounts Receivable User Guide.

Please be aware that there may be fields available in the definition of a Vendor/Customer record that are not initially visible without an adjustment on Configure Page (DESIGNER). Such fields include: the indication of a Retired Employee and Retirement Date.

The Vendor/Customer table is divided into the following tabs:

• Vendor/Customer - Allows you to edit/view general information about a vendor/customer.

• Address - Every vendor may have a Procurement, Payment and Billing Address, along with an Effective From Date, Correspondence Type and a Contact Name and Phone number. Email may also be required if the correspondence type is Email. Address Types are set up on the Address Type table.

• Business Type - This tab allows you to specify business types for a particular vendor. This information will be used when a Solicitation transaction is being published. A buyer may want all In-State retailers to receive notice of the solicitation, by selecting the business type here; the buyer does not need to choose the vendors individually. Business Types are set up on the Business Type table.

• Service Area - This tab allows the Service Area where this Vendor/Customer operates to be selected. Services Areas are used to associate a geographical area with a Vendor/Customer.

• Commodity - This tab allows the recording of areas of interest/commodities that the vendor offers. The vendor has the option of registering for specific commodity items, general commodity classes or both, depending on the option chosen for the Commodity Code Registration Level field on the System Options table.

If a Vendor uses the Vendor Self Service application (VSS) they may register themselves for these commodities and will be notified via email when a solicitation is created, changed or cancelled for one of their commodities. If the Registration Level on System Options is set to Item, the vendor may register at the Class level and but still receive solicitation notices for all commodity items within the particular class. This avoids the vendor needing to register for each individual item within a commodity class if all apply to their organization.

Based on user security settings, you can also assign/remove commodities for vendors using the Vendor Commodity Maintenance (VENDCOM2) page. Any commodities added or removed using VENDCOM2 are also updated on the Commodity tab on the Vendor/Customer table and vice versa.

Additionally, on the Vendor Customer table and Search window, the Commodity pick list 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.  

• W-8 Form - This tab allows you to establish and maintain a vendor's W-8 Form information. For a W-8 Form to be tied to the Vendor/Customer, you must first enter the W-8 Form Type. Values for this field are derived from the W-8 Form Type table. You then enter the W-8 Form Version. The values available for this field are derived from the available W-8 Form Versions for the selected W-8 Form Type. The designated Default Version for the associated W-8 Form Type appears first in the list of available values.

The W-8 Form Information tab is then dynamically populated by the system based on the selection made for the W-8 Form Type and W-8 Form Version. The tab is populated with fields based on the records in the W-8 Form Field and W-8 Form Part tables that are tied to the selected W-8 Form Type/W-8 Form Version combination.

• Authorized Department - This tab allows you to establish a list of departments that are authorized to use this Vendor/Customer code on transactions. This page is only checked when the Restrict Use by Department flag is active on the associated Vendor/Customer Location record.

• Prevent Spending - This tab allows you to establish a list of departments where you would like to Prevent New Spending. The entries on this table are only in effect when the Prevent New Spending field in the Disbursement Options section of the Vendor/Customer Location record is equal to For Specific Departments.

• Certification - This tab is used to certify all vendors and customers in Advantage. Certification is conducted through two fields for vendor records and two fields for customer records, Active Status and Approval Status.  

• Vendor User - This tab displays information about Vendor Self Service (VSS) users associated with a specific Vendor/Customer record.

• Vendor Attachment - This tab allows you to view and download the attachments added by Vendor Self Service (VSS) users.

This page contains the following actions/links:

Record-Level Actions/LinksRecord-Level Actions/Links