Vendor Access Approvals

If you use Vendor Access Center (VAC), the Action Bar menu on the Vendor List page includes the Vendor Access Approvals page. Use this page to approve or deny registration requests and data changes submitted by vendors in VAC.

Menu Path

From the Fund Accounting menu, select Reference Tables. From the Fund Accounting menu, select Vendor List. From the Action Bar, select Vendor Access Approvals. The option appears before you perform a search.

Transaction Types

Registration

A Transaction Type of R - Registration is a request for a new VAC account. To register, the vendor must have the direct URL to your VAC site.

User

A Transaction Type of U - User is a request to update user data for a primary or secondary user of VAC. Updates may include name, email, or phone number changes, or it could be a request to establish a new Primary User.

Vendor

A Transaction Type of V - Vendor is a request to update data about the vendor company. Updates may include Tax ID, 1099, Doing Business As, or other company information.

Request Types

You can identify the type of request by a combination of field data on a record.

• A Registration record with no vendor number is a new VAC registration request from a new vendor. When you open the record, if your Fund Accounting Profile is set to auto-assign vendor numbers, the next available number populates in the Vendor Code field. You can edit this field.
• A Registration record with a vendor number is a VAC Primary User request from an existing vendor.
• A Vendor record is a request to update company information for a VAC vendor.
• A User record is a request to update contact information for a VAC user.

Use the Vendor Access Center Configuration page to allow or prevent:

• VAC registration requests from new vendors that are not in your Vendor List.
• Vendors submitting information changes from VAC. You can define what data appears in VAC and which fields accept edits to be submitted for approval.

Process Records

1. Select a record and click Accept.
2. Review the data changes.
   • Current Value displays existing data on the vendor record.
     • New registrations have no data in the Current Value fields.
     • Fields with no existing data have no data in the Current Value fields.
   • Only fields with data changes have data in the Entered Value fields.
3. Click Approve or Deny.
   • If you approve the request, the changes apply to the vendor record.
   • If you deny the request, enter a denial comment, then click Accept. The vendor record does not change.

Use the Vendor Forms tab in Workflow Configuration Profile to determine if vendors are notified when registration and update requests are approved or denied.