Effective: 03/15/2021

Adding a Contact

Supplier contacts are added during the initial supplier record setup or when a request is submitted by the supplier on the Supplier Information Form. The Contacts tab is updated with the contact information provided in "Section 3 - Remit To Address."

 

 

Search for Supplier Record

 

Add Initial or Additional Contact to Supplier Record

 

  1. Under the Find an Existing Value tab, enter the search criteria to locate the supplier.
  2. Click Search.

 

  1. Click the Identifying Information tab.

 

  1. All supporting documentation must be attached to the supplier's record on the Identifying Information tab.
  1. Click herehere  for instructions on attaching supporting documentation to the supplier record.
    1. Click the Attachments link.
      • The Supplier Attachment page displays.

     

    1. Click Add Attachment.
    2. Copy the Document URL from the Supplier Operations Tracker.
    3. Click Browse.
    4. Paste the Document URL into the File name.
    5. Click Open.
    6. Click Upload.
      • The Supplier Attachment page displays.
    7. Update Description with <descriptive name of the document> (e.g., "VIF W9 EFT").

      • Repeat steps 2-8 for each document to be uploaded.

    8. Click OK.

      • The Identifying Information tab displays.
  2. Click the Address tab.

Address tab

 

  1. Review the address listed on the Supplier Information Form.
  2. Locate the Address ID with the corresponding supplier address.
  1. Click the Contacts tab.

Contacts tab

 

  1. If adding an additional contact, click the Add a new row icon in the Supplier Contact section.

  2. Enter the Contact ID in the Description field.

  3. Confirm the Effective Date displays today's date.
  4. Confirm the Status is "Active."
  5. Update Name with the name of the contact person.
  6. Update Title field with the title of the contact person if provided on the Supplier Information Form.
  7. Update Address field with the corresponding Address ID (noted earlier from the Address tab).
  8. Update the Internet field with the website if provided on the Supplier Information Form (including the preceding "www.").
  9. Update the Email ID with the email address for the contact person if provided on the Supplier Information Form.
  10. Select Phone Information Type dropdown and select the applicable option.
  11. Do not update the Prefix field.
  12. Update the Telephone field with the phone number when provided on the Supplier Information Form (format 6145557777).
  13. Update the Extension field with the extension number when provided on the Supplier Information Form.
  1. If more than one phone number is provided on the Supplier Information Form, click the Add a new row icon next to the Extension field and enter additional phone number information.
  2. If additional contacts are provided on the Supplier Information Form, click the Add a new row icon next to the Contact ID field to add another address (repeat steps above for the Contacts tab).
  3. Click the Location tab.

 

Location tab

 

  1. Click Save.   
  2. Click the Summary tab.

 

Summary tab

The supplier file Summary tab provides an overview of the supplier record.

 

Once all updates have been made to the supplier record, review the Summary tab to verify that the record was modified.

 

Next steps - Updating the Supplier Operations Tracker