Add Vendor Definition
Use the Add Vendor Definition option to define the shopping sites that can used for VPO. The administrator will set up and maintain these vendor definitions. Vendors added to VPO must be on record with your organization in the Vendor List reference table before they can be configured for inclusion in VPO.
Menu Path
From the Vendor Punchout (VPO) Administration menu, click Add Vendor Definition.
Add Vendor Definition
On the Add Vendor Definition page, enter Search Criteria section, and click Search.
In the Search Results section, click Select in the vendor Select column.
On the Add Vendor Definition page, complete or update the fields in the General, Purchasing, Accounts Payable, and Link sections. The defaults in these sections are from the Vendor List record.
After the information is completed, the click Save.
Fields and Definitions
Search Criteria
Search for one or more vendors, depending on the criteria entered.
Each of the search fields references data stored for a vendor in the Vendor List reference table.
Only one of the section's three fields can be used in a search.
Searches are not case sensitive.
Search Criteria is read-only after you have selected a vendor to add.
Field | Description |
|---|---|
Vendor Code | Unique code identifying a vendor in the Purchasing system. You must enter the full code. Wildcards do not apply. Only one vendor can be returned as a result. |
Vendor Name | Enter the vendor full name. Multiple records may be found for an individual vendor, for example, if the vendor has more than one location and the Vendor List has a separate record for each location and each uses the same vendor name. |
Search Vendor Name | Enter all or part of a vendor name. More than one vendor can be found in a search. For example, if you search the term Office, all vendors with this word in their name will display in the Search Results section. |
General
Define the vendor general information in VPO.
The Update Vendor Definition page displays a special note to guide settings for Amazon and Equal Level. The same guidelines apply when these vendors are added. The guidance is provided for each field as applicable.
Field | Description |
|---|---|
Change Requests | Reserved for future use. |
Deny Transactions | Reserved for future use. |
Send User Email | Enables vendors to send emails to users submitting purchases. This capability is limited to selected vendors participating in the VPO Equal Level feature. For more information, contact your VPO system administrator.
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Long Supplier Part ID | If your site uses the VPO Equal Level feature, indicate whether the vendor uses part numbers longer than the standard 25-character limit. If not, you may accept the No default, which applies to most vendors.
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Multiple FROM Credentials | Use of this field is limited to Amazon. For all other vendors, you may accept the No default. If you are uncertain as to what applies to your organization, contact your VPO system administrator.
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Status | The status of the vendor in VPO.
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Punchout Code | A unique code for identifying the vendor in VPO. After the vendor definition has been added, this code cannot be changed. The limit is three characters. |
Administrator Name | Name of your VPO system administrator. The limit is 30 characters. |
Administrator Email | Email address of the VPO system administrator. The limit is 35 characters. |
Purchasing
Enter the vendor contact information. The fields populate with defaults from the Vendor List but can be changed if needed.
Changes apply only to the VPO record and have no effect on the Vendor List.
Field | Description |
|---|---|
Contact | Name of the vendor contact person or department. The limit is 30 characters. |
Phone | Area code and phone number of the vendor contact person or department. |
Email address of the vendor contact person or department. The limit is 35 characters. |
Accounts Payable
Enter billing information for the vendor. The fields populate with defaults from the Vendor List but can be changed if needed.
Changes apply only to the VPO record and have no effect on the Vendor List.
Fields | Description |
|---|---|
Contact | Name of the vendor contact person or department. The limit is 30 characters. |
Phone | Area code and phone number of the vendor contact person or department. |
Address 1 Address 2 Address 3 | Three lines for the address of the vendor billing department. Only the first line is required. |
City | City for the vendor billing address. |
State | Two-character state abbreviation for the vendor billing address. |
Zip Code | Five-digit zip code for the vendor billing address. |
Link Sections (Live and Test)
These sections, which contain identical fields, store information for configuring communications between VPO and the vendor shopping site. The information entered in these fields must be provided by the vendor. For more information on the Live and Text environments, refer to Site-Wide Profile Items.
Fields | Description |
|---|---|
Sender URL | Web address (URL) for the VPO start-up page. |
Receiver URL | Vendor-provided web address (URL) where an authentication request is sent. |
PO Receive URL | Vendor-provided web address (URL) where approved purchase orders are sent. |
Receiver User ID | Vendor-provided user ID that is used when sending the authenticating request to the vendor. |
Receiver Password | Vendor-provided password associated with the supplied user ID. |
XML From Identity | Vendor identity used in communications with the vendor. |
XML Identity | Vendor-provided identity of the customer used in communications with the vendor. |
XML Shared Secret | Vendor-provided code used in authenticating communications with the vendor. |
Approval Sort Order | Determines how the approvals will be listed.
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Budget Unit Sort Order | Determines how the budget units will be listed.
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File Standard | Language used when sending and receiving information. CXML is the only file standard currently supported in VPO. |
Folder for SPIOrders | Name of the folder in VPO where messages will be stored for use by PowerSchool support. |