BusinessPLUS. Webform: Vendor Request. Training Guide

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1 BusinessPLUS Webform: Vendor Request Training Guide Release Date:

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3 Webforms: Vendor Request Table of Contents Webform - Vendor Request... 1 Overview... 1 Entering a Vendor Request... 2 Adding an Attachment... 5 Workflow Routing - Approval... 8

4 Webform - Vendor Request Overview The Vendor Request form will allow a user to enter and submit an electronic request for a new vendor record to be added to the BusinessPlus system. After the form is submitted, Workflow will route the record electronically for approval. Once approved, a record will be automatically created in the BusinessPlus PE-Purchasing subsystem. The Vendor Request form form is designed to create new vendors, not employee records. Follow district procedures for adding an address to an existing Vendor or an employee record. Note: Browser support for the form is Internet Explorer 10 or higher. Form Overview: The Vendor Request webform has three basic sections: Banner this area contains information related to who created the request (Requestor) and which district environment (TEST or PRODUCTION) was used to create the request. User Section/Vendor Information this area helps identify detailed request information related to the vendor. Footer/Request Status this is where the user will be prompted to take action (Submit, Attach, or Reset/clear the form). The Request Status area will not communicate the approval or rejection of a reimbursement request. This is where a user can attach documents. BusinessPLUS! Page 1

5 Entering a Vendor Request Complete the following Vendor Information fields: NOTE: It is important that all data is entered in ALL CAPS. This way, new data will match existing city/state data. 1. Name* (required): the Vendor s professional title that is publically associated with the vendor. This displays on correspondence, payments, and other official forms. 70 characters maximum. Note: Special instructions, nicknames, aliases are private and may be added to the Comment field when requesting the vendor. 2. Security CD* (required): Flag the Vendor as a particular type of Vendor. (Ex: Vendor, Customer, etc.) 3. Expire Date: DO NOT USE. BusinessPLUS! Page 2

6 4. Status* (required): Enter a vendor status. 5. Web URL: Use up to 100 characters to note the vendor s web address. 6. Contact name: the person s name the vendor uses in communications (max 90 characters). 7. Comments: A text field (maximum 300 characters). Comments will be visible for the approver in Workflow. Comments will get inserted into the PEUPPE page on the Text tab This information may be viewed through a CDD report Will NOT print on any other forms. NOTE: If a user is entering a second request/correction, they should add notes in the Comment field to indicate this is a correction to prior submittal. 8. PO Information and (9.) AP Information - Address Information Vendor address information entry is optional BusinessPLUS! Page 3

7 PO Information and AP Information default to identical. However, if any fields within the PO or AP Information columns are added, then the Address Type (usually P1-P9 for Purchasing Address and R1-R9 for Remit/AP Address info) field within that column is required. Additionally, if address information is entered for both address columns, then there will be two Address records created (on the Address tab) on the PEUPPE screen. Example: the Vendor uses its physical address for billing and shipping. Add address details under the PO Information column with Address Type Purchasing and then create an exact duplicate of the billing address to the AP Information column by checking Use PO Address Info and change AP s Address Type to R1-Remit Address. Both addresses will insert into PE Information page as two child records under the one Vendor. The maximum number of official address records that can be defined when completing the New Vendor Request is two. Additional addresses can be documented in the Comment field along with other pertinent notes. NOTE: If Attachments are required, such as a W-9, then see: Adding an Attachment (section below) Click on the Submit button (if Attachments are NOT required) Requests will be submitted to the Approvers Workflow Task List for review and approval. BusinessPLUS! Page 4

8 Adding an Attachment Example: W-9 Click on the Attach button to open a Web Form Attachments dialog box. The following screen will open: BusinessPLUS! Page 5

9 Enter the items as numbered: Enter a Description (max 40 characters) IMPORTANT: Enter a specific description identifying the document name. Example: W-9 for ABC Company Do NOT type just: W-9. This could become a problem down the road when searching for a specific W-9 document/record. Click on the Browse button and identify the file to attach. Click on the file twice or highlight the file name, then click Open (the file name will populate in the File Name field) Click on the Attach Document button The Message from Webpage dialog box appears, Click OK After clicking OK (#4 above), the file name will show in the Attached field/box (see below). Click Accept Attachments and the window will close. Note: There are no messages indicating that the attachments are attached. However, once attached, the documents will be visible within the Workflow Task List within the Summary section. NOTE: To see attachments from here, click View Attachments at the bottom of the webform. BusinessPLUS! Page 6

10 Click on Submit Requests will be submitted to the Approvers Workflow Task List for review and approval. CAREFUL! The Reset button CLEARS all information. BusinessPLUS! Page 7

11 Workflow Routing - Approval Once Submitted, the Webform request is sent directly to the Approver s WorkFlow Task List on their BusinessPlus dashboard Home tab. The Approver MUST review the request and Approve OR Reject the request. Vendor Request Approver (Vendor Admin): 1. On the Home tab in Workflow Tasks, click on: New Vendor Request Form WF Model 2. Click on the box next to the corresponding line item for review. 3. Review the vendor information (see screen below) BusinessPLUS! Page 8

12 4. Review any Attachments (Ex: W-9, if required upon entry) Click on the Document ID in Attachments section (located in the lower portion of the screen). NOTE: Add additional information should NOT be added to the request, but rather: add directly to the PEUPPE screen (once the record is accepted).. Example: SSN/TIN, 1099 info, EFT info, addresses if multiple, Association Codes, etc.)..these items should be entered in ALL CAPS, so as to match the remainder of the data in the screen. 5. Choose to Approve, Modify or Reject the Request Approve the Vendor Request a. Click on the box next to the record in the All Pending Tasks List b. Click on the green check mark c. The vendor record will automatically be created. BusinessPLUS! Page 9

13 Request Modification a. Click on the box next to the record in the All Pending Tasks List b. Click on the blue arrow c. Choose Delegatee (the name of the original Requestor) double click d. Enter Comments (limit 255 characters) recommend giving a reason for return of request e. Press Submit f. The request will return to the original requestor s Work Task List where they can modify the request and re-submit for approval. BusinessPLUS! Page 10

14 Reject the Request a. Click on the box next to the record in the All Pending Tasks List (to view the details of the record) b. Click on the Red X to reject. c. Click on the Submit button d. The record will be rejected and the request will be deleted 6. The system will the initial Requestor when a request is approved or rejected. Comments from the approver may be included in the content of the Workflow . NOTE: Once a request is REJECTED. The record CANNOT be updated. It must be re-created by the requestor, if needed. Example: ACCEPTED notification: Example: REJECTED notification 7. Once all approvals are completed: BusinessPLUS! Page 11

15 The request will automatically be converted and inserted into the PEUPPE Vendor Info screen and A new PEID vendor number will be created. NOTE: This is now the time to ADD additional information directly to the PEUPPE Vendor Info screen/vendor record Example: SSN/TIN, 1099 info, EFT info, addresses if multiple, Association Codes, etc.). It is recommended to add these items in ALL CAPS, so as to match the remainder of the data in the screen. NOTE: Attachments for a specific vendor can be viewed by clicking on the Attachments icon in the Options list (left-hand side of PEUPPE screen): BusinessPLUS! Page 12