Contents of the Approve Prospective Vendors Screen

Use the fields and options to configure the Approve Prospective Vendors screen.

Default Values needed for Vendor Approval

Use this group box to specify the accounts payable (AP) and cash account descriptions that you want to assign to approved vendors.

Field	Description
AP Account Description	Enter, or click to select, the accounts payable (AP) account description that you want to assign to approved vendors.
Cash Account Description	Enter, or click to select, the cash account description that you want to assign to approved vendors.

Table Window

You can approve or disapprove one or multiple prospective vendors at a time. Only vendors with a Pending or Not Approved approval code display on this subtask. After you approve a prospective vendor and save the record, it is no longer displayed on this screen.

Field	Description
Approve All	Click this button to approve a selected prospective vendor or a range of prospective vendors. To select all records, click the Select All Rows icon on the upper left corner of the table window. To select multiple contiguous vendors, hold the SHIFT key on your keyboard and highlight those rows with your cursor. To select multiple non-contiguous vendors, hold the CTRL key on your keyboard and highlight those rows with your cursor.
Disapprove All	Click this button to disapprove a selected prospective vendor or a range of prospective vendors. To select all records, click the Select All Rows icon on the upper left corner of the table window. To select multiple contiguous vendors, hold the SHIFT key on your keyboard and highlight those rows with your cursor. To select multiple non-contiguous vendors, hold the CTRL key on your keyboard and highlight those rows with your cursor.
Approval Code	This defaults to Pending. Click the drop-down list and select Approved or Not Approved to approve or disapprove the prospective vendor in the selected row.
Future Vendor ID	Enter a unique vendor ID, or leave this field blank to have Costpoint automatically assign an ID when you approve the prospective vendor, if auto-assignment of vendor IDs is enabled on the Configure Vendor Settings screen. This future vendor ID will be used as the vendor ID of the prospective vendor once it is approved as a regular vendor. If the auto-assignment of vendor IDs is not enabled, you must enter a value in this field before you can approve a prospective vendor. You can leave this field blank and save the prospective vendor record, but you will not be able to approve it.
Prospective Vendor ID	This field displays the prospective vendor ID.
Vendor Name	This field displays the name of the prospective vendor as a hyperlink. Click this link to open the Manage Contract Management Vendor Info screen and view more details about the prospective vendor.
Location	This field displays the location for the prospective vendor.
Enable Digital Signature	This checkbox defaults from Manage Prospective Vendors, or if you are licensed for Capture and Contracts, from Manage Contract Management Vendor Info, but you can edit it. Select this checkbox to allow the prospective vendor to use a digital signature to approve invoices associated with it. This checkbox displays on this screen only if you are licensed for Supplier Portal.
Supplier Portal Enabled	This checkbox defaults from Manage Prospective Vendors, or if you are licensed for Capture and Contracts, from Manage Contract Management Vendor Info, but you can edit it. Select this checkbox to enable the prospective vendor for Supplier Portal access. When you select this checkbox, the vendor's information displays on the dashboard when you access Supplier Portal. This checkbox displays on this screen only if you are licensed for Supplier Portal. If you have Enable Digital Signature and Supplier Portal Enabled both selected and you save the record, Supplier Portal Enabled will be disabled but will remain selected. If you clear Enable Digital Signature, Supplier Portal Enabled will become enabled and editable.
Rejection Code	Enter or select the rejection code when the approval code is set to Not Approved. Note: For new records, if the approval code is Not Approved, this field is required. For existing records prior to the Costpoint 2025.2 release, the Rejection Code is only required if the approval code is updated. If the record already has a Not Approved status with a blank Rejection Code, no validation or error will occur unless the record is updated.
Approval/Rejection Notes	Enter the rejection or approval notes.
Send Email Notification	Select this checkbox to send email notifications to vendor contact(s) about the vendor approval status, whether it is rejected or approved. This checkbox is enabled and editable only if the approval code is Approved or Not Approved, and the Allow Sending of Vendor Notifications checkbox is selected on the Configure Vendor Settings screen. Note: For Costpoint Cloud, you can choose to opt in to this feature for the Costpoint 2025.2 release. The ability to opt in is temporary and will be removed when the feature becomes automatically enabled for all users as part of a future Costpoint release. See the Manage Opt-In Features topic for more information.
Email Message	Enter the context of the email that you want to send to the vendor contact(s). This field is enabled and editable only if both the Allow Sending of Vendor Notifications and Allow Editing of Email message in the Approvals screens checkboxes are selected in Configure Vendor Settings. If Allow Sending of Vendor Notifications is selected but not Allow Editing of Email message in the Approvals screens, this field is still visible but disabled. The email message defaults from the Approved Email Template or Rejected Email Template field in Configure Vendor Settings when the approval status is set to Approved or Not Approved, respectively.

Subtask

Subtask	Description
Address/Contact Info	Click this link to open the Address/Contact Info subtask, where you can view information on addresses associated with the prospective vendor.

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Contents of the Approve Prospective Vendors Screen

Use the fields and options to configure the Approve Prospective Vendors screen.

Default Values needed for Vendor Approval

Use this group box to specify the accounts payable (AP) and cash account descriptions that you want to assign to approved vendors.

Field	Description
AP Account Description	Enter, or click to select, the accounts payable (AP) account description that you want to assign to approved vendors.
Cash Account Description	Enter, or click to select, the cash account description that you want to assign to approved vendors.

Table Window

You can approve or disapprove one or multiple prospective vendors at a time. Only vendors with a Pending or Not Approved approval code display on this subtask. After you approve a prospective vendor and save the record, it is no longer displayed on this screen.

Field	Description
Approve All	Click this button to approve a selected prospective vendor or a range of prospective vendors. To select all records, click the Select All Rows icon on the upper left corner of the table window. To select multiple contiguous vendors, hold the SHIFT key on your keyboard and highlight those rows with your cursor. To select multiple non-contiguous vendors, hold the CTRL key on your keyboard and highlight those rows with your cursor.
Disapprove All	Click this button to disapprove a selected prospective vendor or a range of prospective vendors. To select all records, click the Select All Rows icon on the upper left corner of the table window. To select multiple contiguous vendors, hold the SHIFT key on your keyboard and highlight those rows with your cursor. To select multiple non-contiguous vendors, hold the CTRL key on your keyboard and highlight those rows with your cursor.
Approval Code	This defaults to Pending. Click the drop-down list and select Approved or Not Approved to approve or disapprove the prospective vendor in the selected row.
Future Vendor ID	Enter a unique vendor ID, or leave this field blank to have Costpoint automatically assign an ID when you approve the prospective vendor, if auto-assignment of vendor IDs is enabled on the Configure Vendor Settings screen. This future vendor ID will be used as the vendor ID of the prospective vendor once it is approved as a regular vendor. If the auto-assignment of vendor IDs is not enabled, you must enter a value in this field before you can approve a prospective vendor. You can leave this field blank and save the prospective vendor record, but you will not be able to approve it.
Prospective Vendor ID	This field displays the prospective vendor ID.
Vendor Name	This field displays the name of the prospective vendor as a hyperlink. Click this link to open the Manage Contract Management Vendor Info screen and view more details about the prospective vendor.
Location	This field displays the location for the prospective vendor.
Enable Digital Signature	This checkbox defaults from Manage Prospective Vendors, or if you are licensed for Capture and Contracts, from Manage Contract Management Vendor Info, but you can edit it. Select this checkbox to allow the prospective vendor to use a digital signature to approve invoices associated with it. This checkbox displays on this screen only if you are licensed for Supplier Portal.
Supplier Portal Enabled	This checkbox defaults from Manage Prospective Vendors, or if you are licensed for Capture and Contracts, from Manage Contract Management Vendor Info, but you can edit it. Select this checkbox to enable the prospective vendor for Supplier Portal access. When you select this checkbox, the vendor's information displays on the dashboard when you access Supplier Portal. This checkbox displays on this screen only if you are licensed for Supplier Portal. If you have Enable Digital Signature and Supplier Portal Enabled both selected and you save the record, Supplier Portal Enabled will be disabled but will remain selected. If you clear Enable Digital Signature, Supplier Portal Enabled will become enabled and editable.
Rejection Code	Enter or select the rejection code when the approval code is set to Not Approved. Note: For new records, if the approval code is Not Approved, this field is required. For existing records prior to the Costpoint 2025.2 release, the Rejection Code is only required if the approval code is updated. If the record already has a Not Approved status with a blank Rejection Code, no validation or error will occur unless the record is updated.
Approval/Rejection Notes	Enter the rejection or approval notes.
Send Email Notification	Select this checkbox to send email notifications to vendor contact(s) about the vendor approval status, whether it is rejected or approved. This checkbox is enabled and editable only if the approval code is Approved or Not Approved, and the Allow Sending of Vendor Notifications checkbox is selected on the Configure Vendor Settings screen. Note: For Costpoint Cloud, you can choose to opt in to this feature for the Costpoint 2025.2 release. The ability to opt in is temporary and will be removed when the feature becomes automatically enabled for all users as part of a future Costpoint release. See the Manage Opt-In Features topic for more information.
Email Message	Enter the context of the email that you want to send to the vendor contact(s). This field is enabled and editable only if both the Allow Sending of Vendor Notifications and Allow Editing of Email message in the Approvals screens checkboxes are selected in Configure Vendor Settings. If Allow Sending of Vendor Notifications is selected but not Allow Editing of Email message in the Approvals screens, this field is still visible but disabled. The email message defaults from the Approved Email Template or Rejected Email Template field in Configure Vendor Settings when the approval status is set to Approved or Not Approved, respectively.

Subtask

Subtask	Description
Address/Contact Info	Click this link to open the Address/Contact Info subtask, where you can view information on addresses associated with the prospective vendor.