Note: The information in this topic has not been implemented. It is currently under review by the Finance team.

• Only Users in the Vendor Setup Security Group can add or change Suppliers.

• Only Users in the Vendor Approval Security Group can approve Suppliers for ERP processing.

• The requestor completes the required Vendor Profile information, gathers required documents, and emails all to the Vendor Setup email group.

• When a new Supplier is created, the Approved flag is unchecked automatically.

• A new Supplier cannot be processed until it is approved.

See Configuration Steps at the bottom of this topic.

Requestor completes Vendor Profile form fields and gathers required documents.

1. Vendor Profile Form

   1. Type of request. Check New or Update

   2. Requestor name. The name of the person requesting the vendor add or update.

   3. Request date. The date the completed Vendor Profile and four Required Documents were provided.

   4. Epicor Companies. List the Epicor Companies where the Supplier should be changed or updated.

   5. Purchase Terms. Select from dropdown list on the Vendor Profile.

   6. Payment Method. Select from dropdown list on the Vendor Profile.

   7. Supplier Address. Mailing street address. Use line 2 if needed.

   8. City/State/Zip. Mailing City, 2-character state, 5 or 9-digit postal code.

   9. Supplier Phone: Primary phone number

   10. Supplier Email: Primary Email address

   11. Remit To Address. Address used for Supplier payments. Use line 2 if needed.

   12. Remit To City/State/Zip/County. Supplier payments City, 2-character state, 5 or 9-digit postal code.

   13. Contact Info.

       1. AP Representative. Contact information for the vendors primary AP rep.

          1. Name

          2. Email

          3. Phone

          4. Address/City/State/Zip/County

       2. AR Representative. Contact information for the vendors primary AP rep.

          1. Name

          2. Email

          3. Phone

          4. Address/City/State/Zip/County

2. Required Documents.
   Complete the reference fields on the Vendor Profile and attach the scanned documents.

   1. NDA signed date. Date the Non-disclosure Agreement was signed.
      Scanned document: Signed Non-disclosure Agreement

   2. Agreement signed date. Date the Vendor Agreement was signed.
      Scanned document: Signed Vendor Agreement

   3. Insurance
      Scanned document: Certificate of Insurance

      1. Provider. Name of the company providing vendor’s liability insurance.

      2. Policy #. Vendor’s liability insurance policy number.

   4. Tax ID. Social Security Number or Employer Identification .
      Scanned document: W-9.

3. The requestor emails the completed form and required documents to VendSetup@calclosets.com. The Supplier will be added in the ERP system only when all Required information has been provided.

Open

Sample Onboarding Form on SharePoint

Add the new Supplier to the Epicor Companies

1. Accounts Payable Manger reviews the Vendor Profile form and Required Documents

   1. Assign a Supplier ID, and update the ID to the Vendor Profile form

   2. Forward request to VendSetup@calclosets.com (or the individual User that will add the Supplier in Epicor).

2. The Vendor Setup User adds the Supplier in each requested Company.

   1. Navigate to Financial Mgt > Accounts Payable > Setup > Supplier

   2. Detail sheet enter the following from the Vendor Setup form:

      1. Supplier ID, then tab to add a new Supplier

         1. BPM VendAppr unchecks the Approved checkbox

      2. Tax ID

      3. Terms (Purchase Terms)

Open

1. Address sheet enter the following from the Vendor Setup form:

   1. Supplier Address Address

   2. City/State/Zip/Country City, State/Prov, Postal Code, and Country

   3. Supplier Phone Phone

   4. Supplier Email Email

1. Bank/Remit To sheet

   1. Supplier ID Bank/Remit To ID

   2. Supplier Name Bank/Remit To Name

   3. Payment Method Payment Method

   4. Supplier Name Pay To Name

   5. Remit To Address Pay To Address

   6. Remit To City/State/Zip/Country Pay To City, State/Prov, Postal Code, and Country City

1. Contacts sheet

   1. Click the New icon

      1. Contact Info: AP Representative Person/Contact

      2. AP Representative Title Title

      3. AP Representative Email Email

      4. AP Representative Phone Phone

      5. Click the Save icon, right-click the Person Contact number > Open With >
         Person Contact Entry

         1. AP Representative Address/City/State/Zip/County Address, City, State/Prov, Postal Code, and Country

         2. Attn: Accounts Payable Address Line 3

1. Click the New icon

   1. Contact Info: AR Representative Person/Contact
      Click OK to the Partial Matching Contacts message box
      
      

   2. AR Representative Title Title

   3. AR Representative Email Email

   4. AR Representative Phone Phone

   5. Click the Save icon, OK to the message, right-click the Person Contact number > Open With >
      Person Contact Entry

      1. AP Representative Address/City/State/Zip/County Address, City, State/Prov, Postal Code, and Country

      2. Country

      3. Attn: Accounts Receivable Address Line 3

1. Attach Required Documents

   1. Supplier Maintenance > Detail > click the Attachments icon >

      1. Click the New button > Doc Type: Supplier Agreement
         File > Browse to the document > select > Open
         Title > add a descriptive title

      2. Click the New button > Doc Type: Supplier Cert of Insurance
         File > Browse to the document > select > Open
         Title > add a descriptive title

      3. Click the New button > Doc Type: Supplier Non-Disclosure
         File > Browse to the document > select > Open
         Title > Supplier Insurance

      4. Click the New button > Doc Type: Supplier W-9
         File > Browse to the document > select > Open
         Title > add a descriptive title

      5. Click the New button > Doc Type: Supplier Onboarding Form
         File > Browse to the document > select > Open
         Title > add a descriptive title

Review and Approve the new Supplier

1. When the Supplier has been entered and is ready for approval, the Setup User notifies the AP Manager the Supplier is ready for review and approval.

2. Review the Attachments

   1. Select the Supplier On-boarding Form Attachments, click the View button, review the required information on the form and cross-check to the Supplier setup.

   2. Verify the four required documents and Vendor Onboarding form.

1. On the Supplier Detail sheet,

   1. Check the Approved checkbox to Approve the Supplier for processing.
      Approved Indicates the Vendor is approved for Purchasing. Purchases can only be made from vendors that are approved.

   2. When the BPM message displays, enter the email address of the Requestor.

Configuration steps

1. Create an email group VendSetup@calclosets.com. Members of this group will be the people in the VendSetup and VendAppr Epicor Security Groups.

2. Epicor Security Groups

   1. VendSetup. Users in this Group have permissions to add and update Suppliers.

   2. VendAppr. Users in this Group have permissions to add, update, and approve Suppliers. Set the AP Manager as a member of this Group.

3. Company Configuration
   Epicor > System Setup > Company Configuration > Modules > All Modules > Localization > Invoice Banking Reference, the Validate Bank Branch ID checkbox must be unchecked.

4. Create a BPM VendAppr on the Supplier Approved checkbox

   1. When a new Supplier is added, uncheck the Approved checkbox

   2. When the Approved checkbox is unchecked

      1. Verify the User is a member of the VendAppr Security Group

         1. If no, display a message “Not authorized to approve Suppliers.”

         2. If yes, check the Approved checkbox and
            display a message requesting the email address of the requestor to notify, send an email
            Subject: Supplier Approved
            Body: Epicor Company, Vendor ID, Vendor Name is approved for processing.

5. Document Attachment Setup for required documents
   Epicor > System Management > Document Management

   1. Document Type Maintenance

      1. Click the New icon

         1. Type ID: VendNDA

         2. Description: Supplier Non-Disclosure

         3. Accept the remaining defaults and save

      2. Click the New icon

         1. Type ID: VendAgrt

         2. Description: Supplier Agreement

         3. Accept the remaining defaults and save

      3. Click the New icon

         1. Type ID: VendInsr

         2. Description: Supplier Cert of Insurance

         3. Accept the remaining defaults and save

      4. Click the New icon

         1. Type ID: VendW9

         2. Description: Supplier Cert of Insurance

         3. Accept the remaining defaults and save

      5. Click the New icon

         1. Type ID: VendAdd

         2. Description: Supplier On-boarding Form

         3. Accept the remaining defaults and save

      6. Click the New icon

         1. Type ID: VendChng

         2. Description: Supplier Change Form

         3. Accept the remaining defaults and save

1. Document Type Control Maintenance

   1. New. Select Table: Vendor, and Document Type: Supplier Agreement

   2. New. Select Table: Vendor, and Document Type: Supplier Cert of Insurance.

   3. New. Select Table: Vendor, and Document Type: Supplier Non-Disclosure

   4. New. Select Table: Vendor, and Document Type: Supplier W-9

   5. New. Select Table: Vendor, and Document Type: Supplier On-boarding Form

   6. New. Select Table: Vendor, and Document Type: Supplier Change Form