Creating and Managing Vendor Lists

Objective

After completing this lesson, you will be able to manage vendor list items.

Vendor Lists Overview

Vendor lists are assigned to expense types within a policy to force a user to choose from a defined list of vendors on an expense report. Vendor lists are added to or removed from expense types in the Expense Type section.

Create a Vendor List

To create a vendor list:

Steps

  1. On the List Management page, select New.

    The image displays a List Management screen. It shows buttons for Modify, New, Remove, and Import. The New button is highlighted. A table lists items under List Name with columns for Levels and Vendor List.

  2. Select the Vendor List box. In the List Name field, enter a name, and then select Save.

    The image displays a New List screen. A checkbox labeled List is Vendor List is selected. The List Name field contains “*Exp_Mobile Phone Providers.” A Save button appears below the field. Controls for New and Remove, filter options, and a Done button are visible.

Add Vendor List Data

To add list data:

Steps

  1. On the List Management page, select the list name, then select the list item and New.

    The image displays a New List screen for creating list items. The List Name field shows “*Exp_Mobile Phone Providers.” The Vendor List checkbox is clear. Default Search is set to TEXT. Display Format is set to (CODE) TEXT. The Save button looks inactive. A toolbar shows New, Remove, Show Deleted, and Filter options, with the New button highlighted. A list pane shows “*Exp_Mobile Phone Providers.” The right pane is empty. A Done button appears at the bottom right.

  2. Enter the details for the first item name and item code. Select Save or Save and Add to repeat the process, and then select Done.

    The image displays a New List screen with a vendor list item being added. The Vendor List checkbox is selected. The List Name field shows “*Exp_Mobile Phone Providers.” The right pane shows Item Name and Item Code fields, both filled with “Verizon.” Buttons for Export Deleted Children, Save and Add, Save, and Cancel appear below. A Done button sits at the bottom right.

Modify a Vendor List

To modify a vendor list:

Steps

  1. On the List Management page, select the appropriate list, and then select Modify.

    The image displays a List Management screen. Modify, New, Remove, and Import buttons appear at the top, with Modify highlighted. A table lists items with columns for List Name, Levels, and Vendor List. The Airlines list is selected and shows Level 1 and Vendor List Yes.

  2. Search for and locate the correct data in the list. You can use the Filter field to limit the items displayed. Select the appropriate item, and then modify or remove the item as needed.

    The image displays an Edit List screen for Airlines. Default Search is set to TEXT and Display Format to TEXT (CODE). The Remove button is highlighted. The right pane shows Item Name and Item Code filled with “Delta Air Lines.” Buttons below read Export Deleted Children, Save and Add, Save, and Cancel. A Done button appears at the bottom right.

Summary

  • Vendor lists enforce vendor selection on expense reports.
  • Create vendor lists using the List Management tool.
  • Add or remove vendor lists from expense types in the Expense Type section.
  • Modify existing vendor lists to update or remove vendors.

Learning

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