1.1. Go to “Administration” on the menu bar, then select “Procurement” and then “Suppliers”

1.2 On the View Suppliers page → Main Toolbar →Click “New”

2.1. To create a new supplier, start by filling out the details tab for the supplier details. 

2.2. Fill in all the required fields. Any field in bold text is required and non-bold text is optional.

2.2.1. Property Association: Property/Properties that use this Supplier. If left blank, all Properties will be able to use this Supplier.

2.2.2. Code: Unique field for the Supplier. This Code should be identical to the Financial System Supplier Code.

2.2.3. Ext Code: This is used with the FinancialInterface. Should be the same as the Supplier Code.

2.2.4. Name: The Supplier’s name

2.2.5. Status: The Status of the Supplier - Active, Inactive or Deleted. If utilizing a Financial Interface, this status will update with the daily file.

2.2.6. City: City theSupplier is located

2.2.7. State: State the Supplier is located

2.2.8. Country: Country the Supplier is located

2.2.9. Locale: Supplier’s preferred language

2.2.10. Payment Terms: The conditions under which a Supplier completes a sale. This would cover when a payment is expected in addition to any conditions on that payment and any discount the Buyer will receive.

2.2.11. Currency: The currency in which the Supplier accepts payments

2.2.12. Tax ID: Supplier’s Federal Taxpayer Identification Number

2.2.13. Employer Identification #: Supplier’s FederalIdentification Number (EIN)

2.2.14. Employee: Checkbox indicates if the Supplier being entered is an employee of the company

2.2.15. Ordering Method: Used to specify if Supplier uses EDI or Punch out Ordering

2.2.16. Supplier Spending: Functionality to track Supplier spend.To use Supplier Spending, a Supplier Spending category would need to be set up.

2.2.17. Max Spend: Maximum amount allowed to be spent with this Supplier. Once this amount has been reached, no documents can be processed for the Supplier.

2.2.18. EDI Profile: Additional information required only for Suppliers with existing EDI integrations

2.3. Click “New”

3.1. The “Supplier Address” tab is where the address can be entered. The address will show in the Supplier’s information box in a Purchase Order.

3.2. To save, click “Update”

4.1. Click on the “Contacts” tab. (A contact must first be created before assigning to a Supplier.)

4.1.1. Click “New” to add a new Contact to the Supplier

4.1.2. On the Contact pop-up, key in the Contact Code or use the Search icon to find theCode. If a Company has Multiple Properties that utilized the same Supplier, fill in the Property Code and, if desired, Buyer Code to make sure each Property uses the correct Contact.

4.1.3. Click “New”

4.1.4. The Supplier Contact(s) will now be listed

4.2 If a Contact is already listed and just needs to be changed, double click on the Contact needing to be changed

4.2.1. Make any changes to the Contact as needed. (Need more information on Contacts, please see our Creating a Contact Guide)

4.2.2. Click “Update”

4.2.3.     The updated Supplier Contact will be listed

5.1. Click on “Tracking Information” tab for more optional information to add to the Supplier

5.1.1. Enter in the Tribal and/or Gaming Number(s). Use theCalendar boxes for the expiration date. Check marking Tribal and/or Gaming License will send an email to the Buyers when the Licenses expire.

5.1.2. Supplier Diversity can be added to each Supplier. The Diversity Code will need to be created first before adding to the Supplier. Key in the Diversity Code or use theSearch icon to find the Code.

5.1.3. To save, click “Update”

6.1. Logos are utilized only for Punch Out Suppliers. To add a Logo, go to the “Logo” tab.

6.1.1. Select the image from the computer using the “Choose File” button

6.1.2. Find & double click on the image. Then click “Update”

6.1.3. Once successfully added, the Logo will appear on the right-hand side of the screen