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 Contract Management Vendor Info, but you can edit it. Select this checkbox to indicate if, once approved, the vendor can 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 Contract Management Vendor Info, but you can edit it. Select this checkbox to indicate if, once approved, the vendor is a Supplier Portal vendor. When this checkbox is selected on the vendor, 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 click
to select, the rejection code when the approval code is set to
Not Approved. This field is enabled and required only if vendor approval status is
Not Approved.
Only those codes that have been set up on the Manage Prospective Vendor Rejection Reasons screen are valid for entry or selection. |
| 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. |
| 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. |