OVERVIEW

This guide will walk you through the process of activating newly opted-in vendors in VendorPay. 

Requirements: 

• Access to the VendorPay Master AirTable
• Access to the Vendor Opt-In AirTable

HOW TO

Moving Vendor Information from the Vendor Opt-In AirTable to the Master AirTable

The first step in this process is to move the newly opted-in vendors from the Opt-In Airtable to the Vendor Master AirTable.

Note: A newly opted-in vendor can be identified by looking at the April Review, Suspected Vendor Codes, and Suspected Data Base Columns. If these columns are blank, the opt-in is new.

1. Newly opted-in vendors will appear at the top of the Vendor Opt-In AirTable in the “Sean’s Review” view.
2. Search for each new opt-in in the Master Vendor AirTable first by name, then FEIN.
3. When a match is found in the Master Vendor List, mark the Status column as “Onboarded” and the New? column as “Yes.”
4. Copy the Default Remittance Email, Opt-In Date, and Vendor Opt-In ID from the Vendor Opt-In AirTable into the corresponding columns in the Master AirTable.
5. Copy the Vendor Code and Accounting System of the matching vendor in the Master AirTable to the Vendor Opt-In AirTable in the Suspected Vendor Codes and Suspected Accounting Systems columns respectively.
6. Mark the April Review column as “Vendor Found.”
7. If the vendor has multiple matches in the Master AirTable, right-click on the vendor whose information you just entered in the Vendor Opt-In AirTable and select “Duplicate Vendor.” Then repeat the process above.
8. Repeat the process above for the remaining opt-ins.

Note: Always do a search of the opt-in’s vendor name on the Vendors page in WorkSpace to ensure you are capturing all accounting systems.

Activating Vendors in WorkSpace

In the weekly VendorPay meeting, April will review all new opt-ins with you and activate them in MRI. Once vendors are ready to activate in WorkSpace, April will update the April Review column of the Vendor Opt-In AirTable to read “Activated – Accounting System.”

1. In the “Sean Activate” view in the Vendor Opt-In AirTable, you will be able to view all of the vendors that are ready to be activated, sorted by accounting system.
2. Ghost into the admin@lpc.com WorkSpace account.
3. Click on Accounting and then on Vendors.
4. Under the Accounting System dropdown menu, select the applicable accounting system of the vendor you are looking to activate.
5. Set the View dropdown as “Approved.”
6. Search for the vendor code of the vendor in the search bar.
7. Once you find the vendor, click on their name. This will bring you to the Vendor Details page. 
8. Once on the Vendor Details page, click on the Accounting Profiles tab and then on the Code of the vendor (green text). Doing so will bring up the Update Accounting Profile modal. 
9. In this modal, check the box next to Enable VendorPay, enter "N" in the Check Prefix Number field (this field will always be entered as "N" for MRI systems and “V”), and copy the default remittance email address into the Default Remittance Email field and click Save.
10. Repeat this process for each vendor in each accounting system database.

Congrats! You have now gone through the process of taking a group of vendors from newly opted-in to VendorPay activated in WorkSpace!