Prerequisites
Ensure that you have the permissions to the supplier module. If you do not have permission to create a new supplier, please contact your company's administrator to gain access.
If ProcureDesk is connected to your ERP/accounting system, please ensure the setting to sync the Supplier from ProcureDesk to your ERP is enabled.
Step-by-Step Instructions
Navigate to the Supplier Module
Click on the Supplier icon from the left-hand side menu.
Initiate New Supplier Creation
On the supplier landing page, click on the "Actions" tab and then the "New Supplier" button.
Enter Supplier Header Information
On the new supplier page, fill in the following details:
Supplier #: The system will generate a Supplier # however, you can change this.
D.B.A (Doing Business As): Use this field if the vendor has a different name than their official name.
Payment Method: Specify how you intend to pay your vendors, such as ACH or Check.
Category: The product or service offered by the supplier.
PO Method: Leave the default set to Email.
W-9: Attach the supplier's W-9 form (if applicable).
Add Supplier Locations:
A supplier must have at least one order location to function properly for purchase orders.
Type: Default to "Purchase" for purchase orders. For invoices, add another location with the type "Remit".
Contact Name: The name of the contact who will receive orders via email or other selected methods.
Contact Email: The email address of the supplier contact.
Save or Submit Supplier:
You can save the supplier profile as "Draft" or, if you are ready to create the supplier, click "Submit".
Ensure the supplier is in "Approved" status to be used in transactions like purchase orders or invoices.
FAQs and Troubleshooting
Q: What if I don't have admin permissions to add a new supplier?
A: Contact your administrator to gain the necessary access or contact ProcureDesk for assistance.
Q: How do I know if the supplier is ready to use in transactions?
A: The supplier must be in "Approved" status to be used in purchase orders or invoices. Check the status in the supplier profile.
Q: What should I do if the supplier information needs to be updated post creation?
A: Edit the supplier profile to update any necessary information and save the changes. Ensure the updated profile is also approved.
Q: Can I add multiple contact locations for a supplier?
A: Yes, you can add multiple locations by specifying different types, such as "Purchase" for orders and "Remit" for invoices.
Q: Can a supplier be sent for approval first?
A: Yes, an admin can set up an approval workflow for Suppliers by selecting Supplier in the "Workflow Scope" while creating a workflow.
Q: How to enable the setting to sync the Supplier from ProcureDesk to the accounting system?
A: Please reach out to ProcureDesk Support for assistance.