VAC Process and Workflow Notifications

This section outlines the prerequisites and data flow for the Vendor Access Center Workflow.

Prerequisites

Following are the requirements for using the Vendor Access Center Workflow:

• Define your settings on the Vendor Email and Vendor Forms tabs on the Vendor Access Center option of the Workflow Configuration.
• Define your settings on the Invoices Email and Invoices Forms tabs on the Vendor Access Center option of the Workflow Configuration.
• For processing Invoices, users identified on the Invoices Forms tab must have security resource 10222 - MAY PROCESS VENDOR ACCESS INVOICES.
• For processing Vendors, approvers defined on the Vendor Forms tab must have security resources 10223 - MAY PROCESS VENDOR ACCESS APPROVALS.

Vendor Registration Data Flow

After you complete setup requirements, workflow notifications are sent when vendors register for Vendor Access Center. This section outlines the new vendor request process from entry to completion.

Vendor is Not in Vendor List

There is an option in VAC Configuration to allow new vendors to register for VAC. The approval process will assign a vendor number. If the option is not selected, only existing vendors who know their vendor number will be able to register.

If non-vendors are allowed to register:

1. Provide your district's unique Vendor Access Center (VAC) URL to a vendor employee. The vendor employee uses the provided URL to open the VAC registration and login page.
2. The vendor employee selects Create Account, then New Vendor.
3. The vendor fills out all the required registration information. When they submit the registration, a confirmation indicates to the potential vendor that the registration has been submitted.

4. The Registration Needs Approval workflow notification is sent to the approvers defined on the Vendor Forms tab, and a record is added to Vendor Management. The approvers receive this notification as an email or activity. The user's selection for Workflow in Notification Subscriptions determines how the notification is delivered.

   

   The Vendor Management record displays a Pending Approval Status, and the Vendor Name is plain text. The Vendor Number is blank.
5. After you receive the registration notification, navigate to Vendor Access Approvals using one of the following options:
   • Click the link provided in the notification email.
   • Navigate to Fund Accounting, Reference Tables, then select Vendor List. From the Action Bar, select Vendor Access Approvals.

6. A new VAC registration for a non-vendor (new vendor) displays Transaction Type: Registration. The Vendor Number will be blank. Select the record and click OK. The User Information section displays the requested user data in the Entered Value fields. The tabs display details entered by the vendor employee in the registration process.

   

   On your Fund Accounting Profile's System Options tab, if you do not have User Assigned Vendor Numbers selected, the Next Vendor Number will be populated in the Vendor Code field on the approval record. Otherwise, you need to enter a Vendor Number.
7. From the Action Bar, select Approve or Deny.
   • If you select Approve, the requesting vendor is added to the Vendor List, and the registration record is deleted from the Vendor Access Approvals List page. The Registration Approved workflow notification is sent to the vendor, and the vendor can access VAC.
   • If you select Deny, you can enter a comment on the Denial Comment page, then click OK. The Registration Denied notification is sent to the vendor, and the registration record is deleted from the Vendor Access Approvals List page.

Vendor Exists in Vendor List

1. Provide your district's unique Vendor Access Center (VAC) URL to a vendor employee. The vendor employee uses the provided URL to open the VAC registration and login page.
2. The vendor employee selects Create Account, then Primary User (Existing Vendor). If your VAC Configuration does not allow non-vendors to register, the Create Account button will go directly to the Primary User (Existing Vendor) page and skip this selection step.
3. The vendor employee enters their Vendor Number, which must match an existing vendor in the Vendor List, and completes the fields to request to register for VAC and assign a primary user.

4. The Registration Needs Approval workflow notification is sent to the approvers defined on the Vendor Forms tab, and a record is added to Vendor Management. The approvers receive this notification as an email or activity. The user's selection for Workflow in Notification Subscriptions determines how the notification is delivered.

   

   The Vendor Management record displays a Pending Approval Status, and the Vendor Name is a link that opens the User List.
5. After you receive the registration notification, navigate to Vendor Access Approvals using one of the following options:
   • Click the link provided in the notification email.
   • Navigate to Fund Accounting, Reference Tables, then select Vendor List. From the Action Bar, select Vendor Access Approvals.
6. A new VAC registration for an existing vendor displays Transaction Type: User. The Vendor Number appears. Select the record and click OK. The User Information section displays the requested user data in the Entered Value fields.
7. From the Action Bar, select Approve or Deny.
   • If you select Approve, the requesting vendor is added to the Vendor List, and the registration record is deleted from the Vendor Access Approvals List page. The Registration Approved workflow notification is sent to the vendor, and the vendor can access VAC.
   • If you select Deny, you can enter a comment on the Denial Comment page, then click OK. The Registration Denied notification is sent to the vendor, and the registration record is deleted from the Vendor Access Approvals List page.

Invoices Data Flow

After the prerequisites have been completed and a vendor is registered, they can submit invoices to your organization. This section describes the process of an invoice from submission to processing payment.

1. A vendor logs into Vendor Access Center and selects Orders and Invoices, then the Invoices tab, then clicks the Upload Invoice button.
2. The vendor completes the fields (some are required) and submits the invoice. The invoice is added to the Invoices tab with the status: Uploaded.
3. After the invoice is successfully uploaded, the Needs Approval workflow notification is sent to users who process invoices, as defined on the Invoices Forms tab. The users receive this notification as an email or activity. The user's selection for Workflow in Notification Subscriptions determines how the notification is delivered. The Invoice Received workflow notification email is sent to the vendor.
4. After you receive the invoice notification, navigate to the Process Invoices page using one of the following options to create a payable for the invoice:
   • Click the link provided in the notification email.
   • Navigate to Fund Accounting and select Entry and Processing, and in the Payable Entry menu, select either Batch Accounts Payable or Post Accounts Payable. From the Action Bar on one of these pages, select Vendor Access Invoices.
5. To process an invoice:
   1. Select the invoice.
   2. From the Action Bar, select Create Payables to display the Post Accounts Payable or Batch Accounts Payable page, based on the page you selected in the previous step.
   3. Select a Payment Type and fill out the General Payable Data section as required.
   4. Click OK to save the payable. The Processing Invoice workflow notification is sent to the vendor. In the Vendor Access Center, the invoice status on the Invoices tab is updated to Processed/Pending.
6. After a check has been processed, the invoice status on the Invoices tab is updated to Closed.
7. If you delete an invoice, the Invoice Rejected workflow notification is sent to the vendor. The invoice is removed from the Invoices tab in Vendor Access Center.