Managing Vendors

1. Select Setup > Contacts. The Contact Manager appears.

2. From the Contact menu, select New > Vendor. The Create Vendor window appears.

   • Select the General tab to enter the code, display, and addresses.

   • Select the Contact Info tab to enter email addresses and phone numbers.

   • Select the Other tab to enter additional information such as the industry code or tax ID.

   • Select the Contracts tab to enter contract information associated with this vendor.

1. Select Setup > Contacts. The Contact Manager appears.

2. From the Vendors tab, double-click on the desired vendor. Or right-click the vendor name and select Properties from the popup menu. The Vendor Properties window appears.

   • Select the General tab to enter the code, display, and addresses.

   • Select the Contact Info tab to enter email addresses and phone numbers.

   • Select the Other tab to enter additional information such as the industry code or tax ID.

   • Select the Contracts tab to enter contract information associated with this vendor.

3. After making your selections, click OK.

See below for additional information on the vendor tabs.

General tab

1. In the Code field, enter the unique, user-defined identifier.

2. In the Display field, enter the name to appear throughout the system.

3. Create an address by selecting the appropriate address type (/Building/Physical/Service) from the drop-down menu, then clicking the Address button. The Address window appears. Input the requested contact address information in the fields provided.

• Repeat step 3 to create other addresses if desired. Click OK when done to save changes and exit the Address window. Then click OK again to close the Vendor Properties window.

Contact Info tab

1. Create an email address by selecting the email type (Alternate/Business/Home), then pressing the Tab key to move the cursor/focus to the address field. Use the computer keyboard to input the updated address.

2. Create a phone number by selecting the desired Phone type using the drop-down menu provided. Then click the Plus button (+) for the selected Phone type (the Phone window will open) and use the computer keyboard to input current information. Click OK to save changes and close the Phone window. Then click OK again to close the Vendor Properties window.

Other tab

When importing EDI data, the data used is available to all vendors having the same import ID as the ID used in the EDI file.

1. In the Industry Code field, enter the North American Industry Code System (NAICS) or the

   Standard Industry Code (SIC) assigned by the government.

2. In the DNB Number field, enter the unique company identifier issued by Dun & Bradstreet.

3. In the Tax ID Number field, enter the federal government's unique identifier for the company.

4. In the EDI Import ID field, enter the EDI import ID.

Contracts tab

The Contracts tab provides an interface for entering detailed contract information for a specific vendor. The Contracts > General tab maintains the user-defined Contract name, associated Commodity, Start date, Renewal Reminder Date, and Expiration Date, as well as a Contract Description and any Notes relating to the Contract.

When the computer internal clock passes the Renewal Reminder Date, a red exclamation mark (!) will appear to the left of the Vendor Code in the Contact Manager (Vendor tab).

Once the Contract has been created and saved, accounts associated with that vendor can be assigned to the contract by clicking the Contracts > Accounts tab and clicking the On Contract checkbox, or by selecting the contract via the Account Properties/Contracts tab.

! When a vendor is deleted, all Contacts associated with the vendor are also deleted. !

Following are cases in which a vendor cannot be deleted:

• A vendor cannot be deleted if inactive or active accounts are assigned to that vendor.
• A vendor cannot be deleted if contracts or rates associated with that vendor exist.
• A vendor cannot be deleted if a rate variable has been created for an associated rate.

To delete a vendor:

1. Select Setup > Contacts. The Contact Manager appears.

2. From the Contact menu, select View > Vendors or select the Vendors tab.

3. Select the vendor(s) to delete. Use the Ctrl-Click and Shift-Click keyboard/mouse functionality if multiple vendors are to be selected.

4. From the Contact menu, select Delete. The Confirm window appears.

   • Select Yes to delete the vendor and continue.

   • Select Yes to all to delete all selected vendors.

   • Select No to cancel this deletion and continue.

   • Select No to all to cancel the operation.

With EnergyCAP Enterprise Release 6.1and later, the Vendor Contact Manager incorporates several helpful functions to assist the user in locating accounts associated with the vendor, and viewing and making changes to account properties.

To access the Vendor Contact Manager, click Setup>Contacts. Then click the Vendor tab at the bottom of the display window. The Vendor Contact Manager will be displayed.

Unlike the People and Customers views in EnergyCAP, the Vendor window is divided into two primary panes. The upper pane lists existing vendors in alphanumeric order.

NOTE: The vendor list in the upper pane can be sorted (A-Z, Z-A) by any column simply by clicking the column header.

The bottom pane displays a list of accounts associated with the currently-selected (highlighted) vendor. The following information is provided for each account:

• Account Code
• Account Display Name
• Service Address
• City
• State
• Zip
• Active indicator
• Parent Cost Center
• Cost Center Display Name
• Acount ID (internal EnergyCAP identifier)

Locating a Specific Vendor Account

Since some large organizations have dozens or even hundreds of accounts associated with a single vendor, the bottom pane of the vendor list has been designed to assist the user in quickly locating a specific account in EnergyCAP and maintaining the properties of that account.

To locate a specific vendor account in EnergyCAP:

1. Click the desired Vendor from the vendor list in the upper pane of the Vendor Contact Manager. Accounts associated with the vendor will be displayed in the lower pane.
2. Input an initial search string (alphanumeric series) for either the Account Code, Account Display Name or Service Address into the Search field in the bottom pane. As the string is being entered, a list of matching accounts with records beginning with that string will be dynamically displayed in the bottom pane of the display. The matching entry will be highlighted in color.
   
3. Once the account has been located, additional functionality is also available. To locate the account in the Account Manager Tree View, right-click the account row in the bottom pane of the Vendor Contact Manager. A popup menu will appear.
4. Select Locate Account from the popup menu options. The Account Manager will be displayed, and the specific account will be highlighted in the Account Manager Tree View. Its associated properties will be visible in the right pane of the Account Manager dispay.

Accessing Account Properties from the Vendor Contact Manager

To access and/or edit Account Properties from the Vendor Contact Manager:

1. Open the Vendor Contact Manager (Setup>Contacts>Vendor Tab).
2. Select the vendor associated with the account to be located and/or edited.
3. Locate the associated account from the account list in the bottom pane of the display.
4. Right-click any cell containing data associated with the desired account. A popup menu will open.
5. Click to select Properties from the popup menu. The Properties window for the associated account will open.

NOTE: If the user has Account editing permissions, the Account Properties can be modified and saved per the usual procedure.