The Vendor/Customer (VCUST) table allows you to set up all vendors and customers that are used throughout CGI Advantage Procurement. The Vendor/Customer table is dependent upon several other tables.
The Vendor/Customer table is divided into the following sections:
Vendor/Customer Location - Allows you to edit/view general information about a vendor/customer. This page also has links to the Headquarter table, 1099 entry table, 1042-S entry table, Vendor Business Types by Commodity table, Historical Vendor Information table and all Vendor search pages.
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 Types - This page allows you to specify business types for a particular vendor. This information will be used when a Solicitation document 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.
Vendor Service Areas - This page allows the Service Areas where this Vendor/Customer operates to be selected. Services Areas are used to associate a geographical area with a Vendor/Customer.
Commodity - This page 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 (SOPT) 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 SOPT 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 section on the VCUST table and vice versa.
Authorized Departments - This page allows you to establish a list of departments that are authorized to use this Vendor/Customer code on documents. This page is only checked when the Restrict Use by Department flag is active on the associated Vendor/Customer Location record.
Prevent New Spending - This page 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 tab of the Vendor/Customer Location record is equal to For Specific Departments.
Certification - This page 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. (For more information, refer to the associated page level help within Advantage Procurement.)
Vendor User Information - This page displays information about Vendor Self Service (VSS) users associated with a specific Vendor/Customer record.
In order to be considered an ”active” vendor or customer within the system the Active Status must equal Active, and the Approval Status must equal Complete. A series of validation edits will be triggered when a record is in Active and Complete status.
Links to pages that allow searches of Vendor/Customer information entered on the above sections are provided at the bottom of the Vendor/Customer Location page. A link is also provided to the VCM Query page. This query allows you to search by either Vendor or document-specific information to locate a specific VCM document. If the VCM Query is accessed from VCUST, then all VCM documents that have a Vendor/Customer Code matching the Vendor/Customer Code on the selected VCUST record are displayed. For more information on the Vendor/Customer table and any of the above pages, refer to the associated page level help in Advantage.
The Vendor/Customer table allows you to update or add information through the following links:
Headquarters – Allows you to update VCUST headquarter information such as Web Address, Account Code, Taxpayer ID and so forth.
Add 1099 Information Entry – Allows you to define valid Taxpayer ID Number and TIN Type combinations and tax related information for the 1099 Reporting process.
Add 1042-S Reporting Information - Allows you to define valid names and mailing address information for foreign vendors who are subject to Form 1042-S reporting. (Please note that before you can use the Add 1042-S Reporting Information Entry link a record must exist for the TIN and TIN Type combination on 1099I.)
Vendor Business Types by Commodity – Allows you to define valid relationships between business types and commodity categories. The BTBC table opens with records filtered by the selected Vendor/Customer on VCUST. If no records exist, upon transition, then no records are returned. You can select Insert to add a new record, or select the Back link to return to VCUST. If no records are displayed on BTBC when the Back link is selected, then you are transitioned back to the VCUST table displaying all records; otherwise, you are transitioned to the selected Vendor/Customer on VCUST.
Historical Vendor Information - Allows you to establish and maintain a history of vendor customer code and vendor name information due to vendor mergers, acquisitions and other re-organizations. When this page is accessed from VCUST, the records are pre-filtered based on matching the selected vendor record on the VCUST page to either the Current or Related Vendor Code on the Historical Vendor Information table to display historical vendor information. You can select Insert to add a new record, or select the Back link to return to VCUST.
The Vendor/Customer table allows you to search by any of the following by clicking on the appropriate links at the bottom of the page:
Master Contacts - This page allows you to search through all vendor contacts entered into Advantage.
Master Addresses - This page allows you to search through all vendor addresses entered into Advantage.
Vendor Commodity - This page allows you to search through all vendor's that have registered for commodities in Advantage.
Vendor Addresses - This page allows you to search through all vendor addresses entered into Advantage.
Vendor Business Types - This page allows you to search through all vendor's that have registered for business types in Advantage.
Vendor Service Areas - This page allows you to search through all vendor's that have registered for service areas in Advantage.
VCM Query - This query allows you to search by either Vendor or document-specific information to locate a specific VCM document.
Vendor Transaction History - The Vendor Transaction History (VTH) page allows you to search for specific information related to vendor transactions.
For more information on the Vendor/Customer table and any of the above pages, refer to the associated page level help in Advantage.