Contacts Subtask

Use this subtask of the Manage Vendors screen to enter contacts and contact information for this vendor.

You can then use this information when placing purchase orders or making inquiries about their services or products.

Note: An error message displays if you attempt to delete a contact line that is affiliated to a lead or contact on the Manage Leads and Contacts screen in Contracts.

Contents

Field	Description
Address Code	The address code displays in this field.
Line	This non-editable field displays an automatically generated line number.
Supplier Portal Admin	Select this checkbox to set this contact as the default recipient of Supplier Portal-related notifications. If you select this checkbox, you must enter the contact’s Email Address. Note: You must select this checkbox for only one contact. If you select this checkbox for multiple contacts, an error message displays.
Created by Supplier	This checkbox indicates the entity that entered the vendor contact. If the supplier entered the contact through Supplier Portal, this field is selected. Otherwise, if the Accounts Payable administrator entered the contact through Manage Vendors, this field is cleared.
Last Name	Enter the last name of the contact.
First Name	Enter the first name of the contact.
Title	Enter this contact's title. You can enter other information about this contact in this space.
Phone Number	Enter the telephone number for this contact.
Fax Number	Enter the fax number for this contact.
Other Number	Enter any other phone number you want to track for this contact, for example, car phone.
Email Address	Enter the email address for this contact. If you select the Supplier Portal Admin checkbox, you must enter an email address. Otherwise, an error message displays.
Notes	Enter any notes that you want to record for this contact.

Supplier Portal User Account

Use this group box to specify information for automatically creating a user account for the vendor contact.

This group box is visible and enabled only if the following conditions are met:

You are licensed for Supplier Portal.
The Supplier User Login Creation option on the Configure System Settings screen is set to Auto-create or Sys Ad creates Supplier Portal Login.
The Supplier Portal Enabled checkbox on the Defaults tab of the Manage Vendors screen is selected for the vendor.

Field	Description
Create User Login Requested by Supplier	This checkbox indicates that a supplier selected the Submit Request to Create User Login checkbox for a vendor contact on the Manage Vendors (SPMVEND) screen in Supplier Portal.
User ID Exist	If a user exists for this contact on the Manage Users screen, this checkbox displays defaults as selected and is disabled.
Create User Login ID	Select this checkbox to create a user login ID for the contact. This checkbox is visible and enabled only if the Supplier User Login Creation option in Configure System Settings is set to Auto-create and a user ID does not yet exist for the contact.
Submit Request to Create User Login	Select this checkbox to submit a request to your system administrator for creating a user login ID for the contact. This checkbox is visible and enabled only if the Supplier User Login Creation option in Configure System Settings is set to Sys Ad creates Supplier Portal Login and a user ID does not yet exist for the contact.
User ID	Enter the ID to be used in the automatic creation of the Costpoint user record for this contact. You can use this field if the following conditions are met: The Supplier User Login Creation option in Configure System Settings screen is set to Auto-create The Create User Login ID checkbox is selected on this subtask. The contact is not yet linked to a user ID in Manage Users. If you are entering a new contact record, this field will automatically default to the value in the E-Mail Address field on this subtask. Costpoint will ask whether you want to update the user ID based on the entered value (for example, if the value in E-Mail Address field is "janemariesmith@company.com," you can set User ID to "JANEMARIESMITH"). The user ID allows up to 20 characters. If the contact is not yet linked to a Costpoint user on the Manage Users screen, you may edit the value before saving. This field will be disabled after the user record has been created against the contact.
Login ID	This field automatically defaults to the user ID, but you can change it if the login ID differs from the user ID. This value will be used to populate the Active Directory or Certificate ID field on the Manage Users screen. You can use the Login ID field only if the following conditions are met: The Supplier User Login Creation option in Configure System Settings screen is set to Auto-create The Create User Login ID checkbox is selected on this subtask. The contact is not yet linked to a user ID in Manage Users. If the contact is not yet linked to a Costpoint user on the Manage Users screen, you may edit the value before saving. Once the contact is linked to at least one user ID in Manage Users, this field will no longer be available. This field is required if the Authentication Method in Configure System Settings is one of the following: Single Sign-on Active Directory Single Sign-on or Active Directory Single Sign-on or Database Windows Domain and Active Directory Certificate Single Sign-on This field is not required for the Database authentication method and is disabled if the authentication method is Windows Domain and Database.

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Contacts Subtask

Use this subtask of the Manage Vendors screen to enter contacts and contact information for this vendor.

You can then use this information when placing purchase orders or making inquiries about their services or products.

Note: An error message displays if you attempt to delete a contact line that is affiliated to a lead or contact on the Manage Leads and Contacts screen in Contracts.

Contents

Field	Description
Address Code	The address code displays in this field.
Line	This non-editable field displays an automatically generated line number.
Supplier Portal Admin	Select this checkbox to set this contact as the default recipient of Supplier Portal-related notifications. If you select this checkbox, you must enter the contact’s Email Address. Note: You must select this checkbox for only one contact. If you select this checkbox for multiple contacts, an error message displays.
Created by Supplier	This checkbox indicates the entity that entered the vendor contact. If the supplier entered the contact through Supplier Portal, this field is selected. Otherwise, if the Accounts Payable administrator entered the contact through Manage Vendors, this field is cleared.
Last Name	Enter the last name of the contact.
First Name	Enter the first name of the contact.
Title	Enter this contact's title. You can enter other information about this contact in this space.
Phone Number	Enter the telephone number for this contact.
Fax Number	Enter the fax number for this contact.
Other Number	Enter any other phone number you want to track for this contact, for example, car phone.
Email Address	Enter the email address for this contact. If you select the Supplier Portal Admin checkbox, you must enter an email address. Otherwise, an error message displays.
Notes	Enter any notes that you want to record for this contact.

Supplier Portal User Account

Use this group box to specify information for automatically creating a user account for the vendor contact.

This group box is visible and enabled only if the following conditions are met:

You are licensed for Supplier Portal.
The Supplier User Login Creation option on the Configure System Settings screen is set to Auto-create or Sys Ad creates Supplier Portal Login.
The Supplier Portal Enabled checkbox on the Defaults tab of the Manage Vendors screen is selected for the vendor.

Field	Description
Create User Login Requested by Supplier	This checkbox indicates that a supplier selected the Submit Request to Create User Login checkbox for a vendor contact on the Manage Vendors (SPMVEND) screen in Supplier Portal.
User ID Exist	If a user exists for this contact on the Manage Users screen, this checkbox displays defaults as selected and is disabled.
Create User Login ID	Select this checkbox to create a user login ID for the contact. This checkbox is visible and enabled only if the Supplier User Login Creation option in Configure System Settings is set to Auto-create and a user ID does not yet exist for the contact.
Submit Request to Create User Login	Select this checkbox to submit a request to your system administrator for creating a user login ID for the contact. This checkbox is visible and enabled only if the Supplier User Login Creation option in Configure System Settings is set to Sys Ad creates Supplier Portal Login and a user ID does not yet exist for the contact.
User ID	Enter the ID to be used in the automatic creation of the Costpoint user record for this contact. You can use this field if the following conditions are met: The Supplier User Login Creation option in Configure System Settings screen is set to Auto-create The Create User Login ID checkbox is selected on this subtask. The contact is not yet linked to a user ID in Manage Users. If you are entering a new contact record, this field will automatically default to the value in the E-Mail Address field on this subtask. Costpoint will ask whether you want to update the user ID based on the entered value (for example, if the value in E-Mail Address field is "janemariesmith@company.com," you can set User ID to "JANEMARIESMITH"). The user ID allows up to 20 characters. If the contact is not yet linked to a Costpoint user on the Manage Users screen, you may edit the value before saving. This field will be disabled after the user record has been created against the contact.
Login ID	This field automatically defaults to the user ID, but you can change it if the login ID differs from the user ID. This value will be used to populate the Active Directory or Certificate ID field on the Manage Users screen. You can use the Login ID field only if the following conditions are met: The Supplier User Login Creation option in Configure System Settings screen is set to Auto-create The Create User Login ID checkbox is selected on this subtask. The contact is not yet linked to a user ID in Manage Users. If the contact is not yet linked to a Costpoint user on the Manage Users screen, you may edit the value before saving. Once the contact is linked to at least one user ID in Manage Users, this field will no longer be available. This field is required if the Authentication Method in Configure System Settings is one of the following: Single Sign-on Active Directory Single Sign-on or Active Directory Single Sign-on or Database Windows Domain and Active Directory Certificate Single Sign-on This field is not required for the Database authentication method and is disabled if the authentication method is Windows Domain and Database.