Document # Logos: Purch-11B Purchasing Use ONLY: How to Change a Vendor in Logos Original Author Karrie Revolinski Date 5/10/13 Updated Author Date

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1 Original Author Karrie Revolinski Date 5/10/13 Updated Author Date Scope Adding or changing a vendor is done by the Purchasing staff. Departments request changes to vendors by filling out a New Vendor/Change form; which can be found on the Purchasing Intra Net forms page. Completed forms can be transmitted via , fax or interoffice. The only department which will not use the form will be Accounts Payable. Vendor change requests are required to be completed within 24 hour of receiving the request. Definitions Primary Vendor Contact Vendor the primary vendor is the name for payment the contact vendor is an additional remit on the account, contact information (sales person), purchasing contact if different than primary Index Vendor Search refer to LOGO work instructions: Purch-11A for detailed instructions 1) Log into Logos to Change Information on Existing Vendor A Saving Change Vendor Request B Notification of Vendor Change 2) Other Types of requested Vendor Changes A Primary Activate Vendor B Primary Change Remit Address C Primary Change Vendor D Primary Delete Vendor E Primary Inactivate Vendor F Primary Vendor Name Change G Contact Activate Vendor H Contact Add Remit Address I Contact Change Remit Address J Contact Inactivate Vendor K Contact Remove Remit Address L Contact Vendor Name Change M Change Terms N Change Hold Payment Reasons O Merge Vendors 1 of 29

2 Instructions 1) Log into Logos to Change Information on Existing Vendor 1. Log in Logos 2. Hover over Maintenance 3. Hover over Logos Suite 4. Hover over Procurement 5. Click on Vendor Service (Fig 1.5) 6. Enter in Vendor number in Number Field (Fig 1.6) 7. Click on Go, (fig 1.7), as shown below: Fig 1.5 Fig 1.7 Fig Click on the Vendor Name (Fig 1.8) 9. Click on Edit (Fig 1.9), as shown below: Fig 1.9 Fig of 29

3 10. You will be directed to the General (Tab) screen where the primary vendor information is stored. (Fig 1.10) Refer below for the different field of changes that can be performed on the Vendor in Logos (all yellow shaded fields are required fields), as shown below: Fig Always make notes on any changes made to the vendor. 12. To add notes: Click on Notes Tab (Fig 1.12), as shown below: Fig of 29

4 13. Enter in the change details into the following 2 fields: a. Subject type of change (Fig 1.13a) b. Message name of requestor / department / what the change is (Fig 1.13b) 14. Send a Logos user a message through mynotifications by selecting their name under the Available Users pull down list (Fig 1.14). mynotifications messages are displayed on the bottom of the user home page. 15. Start typing the last name of the requestor 16. Click on the Requestor to highlight the name (Fig 1.16) 17. Click the single arrow (Fig 1.17) button to move the name to the Selected User column on the right a. More than one person can be notified b. Click on the double arrow (Fig 1.17b) to move the entire list to the Selected Users column on the right to notify everyone 18. Click Ok, the message will be sent to the requestor (Fig 1.18), as shown below: Fig 1.13a Fig 1.14 Fig 1.17 Fig 1.13b Fig 1.17b Fig 1.16 Fig of 29

5 19. To finalize the note, Click Ok (Fig 1.19), as shown below: Fig 1.19 A. Saving Change Vendor Request 1. All department change requests should be received via fax, or interoffice. A/P will notify of any change requests through . All s should be received through a) All vendor change requests are saved electronically in the folder. (Fig 1.Aa), as shown below: Fig 1.Aa 5 of 29

6 b) The format to save vendor change requests are required to be in the format described below, and in all capital letters: a. A/P requests ( subject line_logos Vendor #(Vendor Name)_vendor change Date) (Fig 1.Aba), as shown below: Fig 1.Aba b. All other department requests Account #(Vendor Name)_ vendor change Date) (Fig 1.Abb), as shown below: Fig 1.Abb After saving the document send a copy to the listed billing clerk in Section A of the New/Change Vendor Request Form. If there is no listed billing clerk, send the to the Requestor If document is received in paper format, scan and save with the same format as above and then the paper copies will be discarded. B. Notification of Vendor Change notification is required to be sent to all requestors after change has been completed. a) Respond back to the responder through BC_administration_purchasing@co.brown.wi.us . See Example below: (Fig 1.Ba), as shown below: Fig 1.Ba 6 of 29

7 2) Other Types of Requested Vendor Changes All instructions begin on the General (Tab) by clicking on the Edit (Fig 1.9) A. Primary Activate Vendor a) Click on the Active radio button to activate the Primary Vendor (Fig 2.A1) b) Click Save (Fig 2.A2), as shown below: Fig 2.A1 Fig 2.A2 c) Complete steps 1.11 through 1.19 (Notes) d) Complete steps 1.A through 1.Abb (Saving Change Request) e) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 7 of 29

8 B. Primary Change Remit Address a) Make appropriate changes in the Contact / section of the General (Tab) (Fig 2.Ba) a. Address b. Zip Code c. Sate b) Click Save (Fig 2.Bb), as shown below: Fig 2.Bb Fig 2.Ba c) Complete steps 1.11 through 1.19 (Notes) d) Complete steps 1.A through 1.Abb (Saving Change Request) e) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 8 of 29

9 C. Primary Change Vendor a) Click on Contacts Icon (Fig 2.Ca), as shown below: Fig 2.Ca b) Use the drop down arrow to select the new Primary vendor (Fig 2.Cb) c) or Add new Primary vendor by selecting <New> (Fig 2.Cc), as shown below: Fig 2.Cc Fig 2.Cb 9 of 29

10 d) Click on the Primary Radio Button (Fig 2.Cd) e) Click Ok (Fig 2.Ce), by selecting Ok the contact will become the Primary Vendor f) Click Save (Fig 2.Cf), as shown below: Fig 2.Cd Fig 2.Ce Fig 2.Cf g) Complete steps 1.11 through 1.19 (Notes) h) Complete steps 1.A through 1.Abb (Saving Change Request) i) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 10 of 29

11 D. Primary Delete Vendor If an error occurs and no delete can be performed, go to E) Primary Inactivate Vendor and no need to notify AP a) Click on X Delete in the upper right hand corner of the screen (Fig 2.Da), as shown below: Fig 2.Da b) Click ok (Fig 2.Db), as shown below: Fig 2.Db c) NO notes are required as this vendor will no longer appear in the system under active vendors d) Complete steps 1.11 through 1.19 (Notes) e) Complete steps 1.A through 1.Abb (Saving Change Request) f) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 11 of 29

12 E. Primary Inactivate Vendor a) Click on Edit (Fig 2.Ea), as shown below: Fig 2.Ea b) Click on the Contacts Icon (Fig 2.Eb), as shown below: Fig 2.5b 12 of 29

13 c) Click on Active box to remove the check mark to make the vendor inactive. (Fig 2.Ec) d) Click Save (Fig 2.Ed) e) Click on Vendor General Icon (Fig 2.Ee), as shown below: Fig 2.Ee Fig 2.Ec Fig 2.Ed 13 of 29

14 f) Change Last Name / Business name to match Contact Name. The Primary Vendor MUST be the same as the Contact Name on this screen (Fig 2.Ef) g) Click Save (Fig 2.Eg), as shown below: Fig 2.Ef Fig 2.Eg h) Complete steps 1.11 through 1.19 (Notes) i) Complete steps 1.A through 1.Abb (Saving Change Request) j) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 14 of 29

15 F. Primary Vendor Name Change a) On the Primary Vendor - General (Tab), Change the Last Name / Business (Fig 2Fa) b) Change the Contact Name to match the Last Name / Business (Fig 2.Fb) c) Click Save (Fig 2.Fc), as shown below: Fig 2.Fa Fig 2.Fb Fig 2.Fc d) Complete steps 1.11 through 1.19 (Notes) e) Complete steps 1.A through 1.Abb (Saving Change Request) f) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 15 of 29

16 G. Contact Activate Vendor a) Click on Contact Icon (Fig 2.Ga), as shown below: Fig 2.Ga b) Use Drop down to select Contact to activate (Fig 2.Gb), as shown below: Fig 2.Gb 16 of 29

17 c) Click on Active Radio button to insert check mark in box (Fig 2.Gc) d) Click Save (Fig 2.Gd), as shown below: Fig 2.Gc Fig 2.Gd e) Complete steps 1.11 through 1.19 (Notes) f) Complete steps 1.A through 1.Abb (Saving Change Request) g) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 17 of 29

18 H. Contact Add Remit Address a) Click on Contact Icon (Fig 2.Ha), as shown below: Fig 2.Ha b) Add Contact with Remit address by selecting the drop down arrow (Fig 2.Hb) c) Click <New> (Fig 2.Hc), as shown below: Fig 2.Hc Fig 2.Hb 18 of 29

19 d) Enter in all the appropriate information, refer to LOGOs work instructions Purch-11A for detailed information to enter Contact information on Vendor Contact (Tab) e) Click Remittance radio button (Fig 2.He) f) Click Save (Fig 2.Hf), as shown below: Fig 2.He Fig 2.Hf g) Complete steps 1.11 through 1.19 (Notes) h) Complete steps 1.A through 1.Abb (Saving Change Request) i) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 19 of 29

20 I. Contact Change Remit Address a) Click on Contact Icon (Fig 2.Ia), as shown below: Fig 2.Ia b) Add Contact with Remit address by selecting the drop down arrow (Fig 2.Ib), as shown below: Fig 2.Ib 20 of 29

21 c) Make appropriate changes to the address (fig 2.Ic) d) Click Save (Fig 2.1d), as shown below: Fig 2.Ic Fig 2.Id e) Complete steps 1.11 through 1.19 (Notes) f) Complete steps 1.A through 1.Abb (Saving Change Request) g) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 21 of 29

22 J. Contact Inactivate Vendor a) Click on Contact Icon (Fig 2.Ja), as shown below: Fig 2.Ja b) Use Drop down to select Contact to activate (Fig 2.Jb), as shown below: Fig 2.Jb 22 of 29

23 c) Click on Active Radio button to remove the check mark in box (Fig 2.Jc) d) Click Save (Fig 2.Jd), as shown below: Fig 2.Jc Fig 2.Jd e) Complete steps 1.11 through 1.19 (Notes) f) Complete steps 1.A through 1.Abb (Saving Change Request) g) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 23 of 29

24 K. Contact Remove Remit Address a) Click on Contact Icon (Fig 2.Ka), as shown below: Fig 2.Ka b) Use Drop down to select Contact to remove remit (Fig 2.Kb), as shown below: Fig 2.Kb c) Click on Remittance Radio button to remove the check mark in box (Fig 2.Kc) d) Click Save (Fig 2.Kd), as shown below: 24 of 29

25 Fig 2.Kc Fig 2.Kd e) Complete steps 1.11 through 1.19 (Notes) f) Complete steps 1.A through 1.Abb (Saving Change Request) g) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 25 of 29

26 L. Contact Vendor Name Change a) Click on Contact Icon (Fig 2.La), as shown below: Fig 2.La b) Use Drop down to select Contact to activate (Fig 2.Lb), as shown below: Fig 2.Lb 26 of 29

27 c) Click on Active Radio button to remove the check mark in box (Fig 2.Lc) d) Click Save (Fig 2.Ld), as shown below: Fig 2.Lc Fig 2.Ld e) Complete steps 1.11 through 1.19 (Notes) f) Complete steps 1.A through 1.Abb (Saving Change Request) g) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 27 of 29

28 M. Change Hold Payment Reasons a) Click on Miscellaneous Icon (Fig 2.Ma) b) Click on the Hold Payment Reasons drop down (Fig 2.Mb) c) Select the Correct Hold Payment Reason d) Click Save (Fig 2.Md), as shown below: Fig 2.Ma Fig 2.Mb Fig 2.Md e) Complete steps 1.11 through 1.19 (Notes) f) Complete steps 1.A through 1.Abb (Saving Change Request) g) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) 28 of 29

29 N. Change Terms a) Click on Miscellaneous Icon (Fig 2.Na) b) Click on the Invoice Term drop down (Fig 2.Nb) c) Select the Correct Invoice Terms d) Click Save (Fig 2.Nd), as shown below: Fig 2.Na Fig 2.Nb Fig 2.Nd e) Complete steps 1.11 through 1.19 (Notes) f) Complete steps 1.A through 1.Abb (Saving Change Request) g) Complete steps 1.B through 1.Ba (Notify Requestor of Vendor Change) O. Merge Vendors Refer to LOGOs work instructions Puch-027 Vendor Merge for detailed information The End 29 of 29