Managing Approved and Unapproved Vendors

Objective

After completing this lesson, you will be able to manage and map unapproved vendors.

Vendor Management Overview

The Vendor Manager tool is used to view and manage vendor information, help maintain the integrity of your vendor master list and streamline the new vendor request process. The tool can be used to evaluate new, unapproved vendor requests and maintain an approved vendor list that is free of duplications and invalid vendors.

To access the tool, select Invoice > Vendor Manager. The Manage Vendors page is displayed by default.

Note

All imported vendors are flagged as Approved Vendors. If Can request a new vendor is enabled in the Policies section, users can request a new vendor to be added. The initial status of a newly added vendor is Unapproved until they have been validated.
SAP Concur Vendor Manager screen showing a list of vendors with columns including vendor name, address, city, state, postal code, requester, requested date, and other details. There are sections at the bottom for matching unapproved and approved vendors by dragging them into the respective boxes.

Manage Approved Vendors

To manage an approved vendor:

Steps

  1. On the Manage Vendors page, select the View dropdown list to filter the type of vendors. The options include User Requested Vendors, Approved Vendors, Capture Enabled Vendors, Capture Disabled Vendors, All Vendors, and Without Bank Information.

    SAP Concur Vendor Manager screen showing a list of vendors with details. A dropdown menu is open with options to filter by different vendor types, such as Approved Vendors, User Requested Vendors, and more. There are drag-and-drop areas at the bottom for matching approved and unapproved vendors.

  2. Select the Search dropdown list to search by Vendor Name, Vendor Code, Address Code, Tax ID, or Screening Status.

    SAP Concur Vendor Manager screen displaying a list of vendors and a highlighted dropdown menu for searching vendors by different criteria, such as Vendor Name, Vendor Code, Address Code, or Screening Status. Drag-and-drop boxes at the bottom are for matching unapproved and approved vendors.

  3. Select the checkbox next to the name of the appropriate vendor. Select the Actions dropdown list and then select one of the following options: Open Vendor, Decline Vendor (where appropriate), View Image, Upload Image, Print Fax Cover Sheet, Add to Vendor Match, Activate Vendor (where appropriate), Inactivate Vendor, Include in Capture (where appropriate), or Exclude from Capture. To view detailed vendor profile, select Open Vendor.

    SAP Concur Vendor Manager screen with a list of vendors. The Actions dropdown menu is open, showing options such as Open Vendor, Deactivate Vendor, View Image, Upload Image, Add to Vendor Match, Activate Vendor, and others. Matching areas for approved and unapproved vendors are at the bottom.

  4. Select Close when finished.

    SAP Concur vendor details page for ABC Office Supplies, Inc showing editable fields for vendor information such as address, city, state, postal code, country, and currency. Close and Save buttons are at the top right.

Map Unapproved Vendors by Import

To map unapproved vendors in Vendor Import:

Steps

  1. On the Vendors page, open the unapproved vendor.

    SAP Concur Vendor Manager screen showing a list of vendors, with the first row (ABC Lifetrain (Unapproved)) highlighted and selected. Columns display vendor details such as address, requester, requested date, and status.

  2. Copy the Address Import Sync ID.

    SAP Concur vendor details page for ABC Lieferanten showing editable fields for vendor information such as name, address codes, vendor code, country, currency, and address import sync ID (highlighted). Save And Approve and Cancel buttons appear at the bottom left.

  3. Add the vendor details to the vendor import file, including the Address Import Sync ID. Note:Address Import Sync ID is required to change a vendor from Unapproved to Approved.

    Excel spreadsheet listing vendor data with columns for Vendor Code, Vendor Name, Tax ID, Default Employee ID, Default Expense Type Name, Address Import Sync ID (highlighted), and Address Accounting Code. Rows display sample vendor information.

  4. Save and upload the completed vendor import file on the Import Vendors page. The status of this vendor will change from Unapproved to Approved.

Map Unapproved Vendors Manually

To map unapproved vendors manually:

Steps

  1. Select the Unapproved Vendor and drag it to the To match vendors, drag a user-requested (unapproved) vendor here area.

    SAP Concur Vendor Manager screen showing the ABC Lieferanten (Unapproved) vendor selected and dragged from the main vendor list to the unapproved vendor matching section at the bottom. Red arrows indicate the drag-and-drop action.

  2. Select the Approved Vendor and drag it to the To match vendors, drag an approved vendor here area.

    SAP Concur Vendor Manager screen showing the process of matching vendors. An approved vendor, abc (with vendor code and details), is highlighted and dragged to the vendor match area to pair it with the unapproved ABC Lieferanten vendor at the bottom. Arrows indicate the drag-and-drop mapping process.

  3. Select Match Vendors.

    SAP Concur Vendor Manager screen showing an approved vendor matched with ABC Lieferanten (Unapproved) at the bottom. The Match Vendors button is highlighted in the lower right corner, indicating the next step to confirm the match.

Learning

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