General. In this work instruction you will learn:

Transcription

1 Procedure Vendor Inquiry in LOGOs Created By K.Revolinski 5/12/2011 Updated By C. Corbeille 1/16/2012 General Vendor inquiry allows users to view information about a particular vendor such as address, contact name, or transactions pertaining to a specific vendor such as Documents, Invoices, Receipts of Goods, etc. In this work instruction you will learn: Vendor Inquires Vendor Search Vendor Information Vendor Documents & Transactions How to Add/Attach Vendor Doc Vendor Documents (adding documents) Vendor Notes (view of internal notes with any changes and whom made the changes with dates) Vendor Audit (This is a report which shows historical changes between selected dates) Obtaining pricing details in linked document Procedure to Vendor Inquiries 1. Go to Financial Management 2. Go to Inquiries 3. Go to Vendors Procedure to Vendor Search 4. The search function can be performed on several levels. The quick search feature allows you to search by putting in portions of the company s name or the account number. OR 5. Click on the magnifying glass (above) to have an advanced search page appear. Page 1 of 12

2 The search criteria is not case sensitive, but is sensitive to spaces, dashes and other special characters. Keep this in mind while conducting your search. You will not need to type the full name of the vendor, you may type a couple of letters of the vendors name. Example: if you are looking for Office Max you may type Max and the system will bring up all vendors with these consecutive letters as shown below. On this screen you can search by several fields, as seen above. By default the Active Only box is checked. This will only search current vendors which are active. 6. Once the known information is typed in the appropriate field 7. Click OK You will be given a list of vendors on the left side of the screen, if there is more than one. In the below example, we searched Office Max, there are 2 results with this information in the business name. Page 2 of 12

3 Procedure to view Vendor information Back to Top 1. Click on the selected vendor to view information about that vendor. You are now able to review the following by clicking the sign to the right of the field Miscellaneous Shows Vendor Detail, Invoice Information, Purchasing Card & Sales Tax codes Contacts Shows different contacts for the business (as shown below) Page 3 of 12

4 When done reviewing this information, Click Close and you will navigate back to the main Vendor Inquiry screen Compliance Types- Commodities- Catalog- Purchasing Cards- Merchant- Shows if the vendor has a merchant id, this is used for Purchasing Card processing Vendor Merge History-Any time a vendor is merged with another vendor, the history of the previous vendor account number, name of the vendor, merge date, user whom processed the merge and the document number will be viewable here. (as shown below) To access more information about a specific contact, click on the From Vendor Name On the below screen you will be able to see more information about the vendor Use the drop down arrow next to the Contact Name to view other contacts for this vendor Page 4 of 12

5 Under Contact Information: Active- if the button is checked, this means the vendor is active in the LOGOs system Primary- if the button is checked, this means the contact you are viewing is the current primary contact for the vendor Name- Description- the information displayed here defines what department requested the add and what month and year when the request happened Address- Zip Code- City- State- Address- Phone Number- Extension- Fax- Under Options: Contact- if the box is checked, this means the contact will be able to be viewed by everyone Page 5 of 12

6 Remittance- if the box is checked, this means accounts payable will be able to make a payment to this contact and you will be able to use the contact when creating an invoice or issuing a check Purchasing- if this box is checked, this means a Purchase order can be produced from this contact Procedure to view Vendor Documents & Transactions Back to Top 1. Click on the folder to the left of the appropriate Vendor to open up more options of Vendor information (as seen below) To access the information, click on the appropriate word and this will display the information to the right of the screen. Page 6 of 12

7 Procedure to add documents in Vendor Inquiry Back to Top 1. Click on the folder to the left of the appropriate Vendor to open up more options of Vendor information (as seen below) 2. Select the Documents icon as shown below: Page 7 of 12

8 3. The screen below will appear: 4. Select the icon. 5. The pop-up box below will appear: Select the File Type using the pull down box. Type in a File Name in the Description field that will show in the Vendor Inquiry. Use the Browse icon to locate and attach the document to upload. Select the icon. Page 8 of 12

9 6. The green check appears along with the newly uploaded document at the top of the screen as shown below: Select the icon. Select the icon. The lock will appear as shown below which completes the document Uploading process. It is now available for anyone with VENDOR INQUIRY access to view the document. Procedure to View Vendor Notes Back to Top Page 9 of 12

10 1. To view Notes click on the Notes Icon to the right of the screen 2. When finished reading notes, click OK Procedure to View Vendor Audit 1. Click Financial Management 2. Click Inquiries 3. Click Vendor Audit Back to Top 4. Fill in the From Date and To Date either by typing in the dates or using the calendar to the right of the fields 5. Enter in the Vendor to search 6. Click Search Page 10 of 12

11 This will show any changes made to the account between the selected dates Obtaining Pricing Details in Linked Document Back to Top Pricing details from contracts can be referenced if it downloaded into the LOGOS Vendor by Purchasing. These pricing documents can assist departments when processing POs and/or invoices or to assist in budgetary planning. 1. Use Vendor Service Inquiry for the vendor document you are reviewing. 2. Click on Documents on the Left side of the screen to see any applicable documents as shown below: Page 11 of 12

12 3. Click on the icon as shown below: 4. The box below will appear, click Open icon to view or click Save to save the document THE END Page 12 of 12