Request a new vendor from a purchase requisition

To save time when creating purchase requisitions, Sparkrock 365 provides the capability for a user to delay the creation of a vendor. This functionality is useful in various scenarios, such as the ones that are described in the following list:

• The user does not have the necessary permissions to create vendors, such as a user who has the Finance Department Manager role.

• The user does not have all the details that are necessary to complete the Vendor Card setup.

• The user wants to focus on creating the purchase requisition as quickly as possible.

The new vendor request process differs depending on whether the Allow Multiple Vendors field on the Purchases & Payables Setup page is turned on.

When Allow Multiple Vendors is turned off, requests for new vendors are initiated on the Purchase Requisition page, from the General FastTab. Alternatively, when Allow Multiple Vendors is turned on, requests for new vendors are initiated on the Purchase Requisition page, from the Lines FastTab.

The following list describes the ways a user can request a new vendor:

• Vendor Type is set to Contact and the value for Vendor Name does not exist in Sparkrock 365.

• Vendor Type is set to Vendor and the value for Vendor Name does not exist in Sparkrock 365.

To request a new vendor during purchase requisition creation when Allow Multiple Vendors is turned off

1. Choose , enter purchase requisitions, and then choose the related link.

   The Purchase Requisitions page opens.

2. On the action bar, choose New.

   The Purchase Requisition page opens.

3. In Vendor Type, specify Contact or Vendor.

4. In Vendor Name, specify the name of the new vendor.

   When you exit the field, a dialog box appears that displays the following text and options:

   This vendor is not registered. To continue, choose one of the following options:

   • Create a new contact card for <vendor name>.
   • Select an existing contact.
   • Create a new vendor card for <vendor name>.
   • Select an existing vendor.

   The Create a new vendor card for <vendor name> option only appears when you have the necessary permissions to create a vendor card.

5. Select Create a new contact card for <vendor name>, and then choose OK.

   The New Vendor Request Card page opens.

6. Specify values for fields as required, and then choose Close.

   You are returned to the Purchase Requisition page where you can complete creating the purchase requisition.

   If you specified Vendor for Vendor Type, the value is automatically changed from Vendor to Contact.

   The information that is specified will be automatically populated on the Vendor Card page when the vendor is created later.

   After a user completes creating the vendor, the respective vendor fields on the purchase requisition are updated automatically.

To request a new vendor during purchase order creation when Allow Multiple Vendors is turned on

1. Choose , enter purchase requisitions, and then choose the related link.

   The Purchase Requisitions page opens.

2. On the action bar, choose New.

   The Purchase Requisition page opens.

3. On the General FastTab, specify values as required.

4. On the Lines FastTab, for each line that you want to add to the purchase requisition, perform the following steps:

   1. In Vendor Type, specify Contact or Vendor.
   2. In Vendor Name, specify the name of the new vendor.
      When you exit the field, a dialog box appears that displays the following text and options:
      This vendor is not registered. To continue, choose one of the following options:
      • Create a new contact card for <vendor name>.
      • Select an existing contact.
      • Create a new vendor card for <vendor name>.
      • Select an existing vendor.
      The Create a new vendor card for <vendor name> option only appears when you have the necessary permissions to create a vendor card.
   3. Select Create a new contact card for <vendor name>, and then choose OK.
      The New Vendor Request Card page opens.
   4. Specify values for fields as required, and then choose Close.
      You are returned to the Purchase Requisition page where you can complete creating the purchase requisition.
      If you specified Vendor for Vendor Type, the value is automatically changed from Vendor to Contact.
      The information that is specified will be automatically populated on the Vendor Card page when the vendor is created later.
      After a user completes creating the vendor, the respective vendor fields on the purchase requisition are updated automatically.

See also

New vendor requests
Purchase requisitions
Create a purchase requisition

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