In PaymentWorks, connecting New Vendor Registrations (NVRs) manually requires creating and uploading a Supplier CSV file to sync supplier data with your ERP. This article explains the steps and methods to complete.
Steps to Connect New Vendor Registrations
- Locate the NVR to Approve
- Find the New Vendor Registration form you want to approve and add to your ERP.
- Approve the NVR by clicking “Approve.” For more details, watch the PaymentWorks Training - Reviewing New Vendor Registrations.
- Key or Copy Information into the ERP
- New Payees: The ERP assigns a vendor number and address/site code.
- Existing Payees: Confirm the vendor record already includes a vendor number and address/site code.
- Add Vendor Details to the Supplier CSV File
- Populate the CSV file with the assigned vendor number, address/site code, and any other required fields.
- Upload the File Back to PaymentWorks
- Once the file is updated, upload it back into PaymentWorks to finalize the connection.
- Note: Approved partial and edit registrations should also be included in the upload.
- Edit Registrations: These remain in "approved" status even after the upload. You may choose to mark them as "processed" manually if desired.
Note: Connections only need to be completed for approved NVRs. If an NVR is rejected or returned to the vendor, no further action is required.
Options for Building the Supplier CSV File
Option A: Manual Creation
- Method 1: Use a Blank Template File
- Download the sample blank CSV file from the Upload Data section in PaymentWorks.
- Add the ERP-assigned vendor number, site code, and any other required fields into the template as you approve registrations.
- Be sure to remove or overwrite the instructional row in the template to ensure proper formatting.
- Method 2: Use a Batch Export
- Export approved registrations from the New Vendors tab.
- Add missing ERP-assigned data (e.g., vendor number, site code) into the exported file.
Option B: Automated Creation
- Perform the steps in Option A (manually add Payee information to your ERP).
- Work with your IT team to automate the process:
- Create a script/export in your ERP system to extract data and format it into the required CSV format for upload into PaymentWorks.
Note: Upload permissions are typically reserved for admin roles, but your organization may grant these permissions to other users.
By following these steps and selecting the most suitable option for creating the Supplier CSV file, you can efficiently connect New Vendor Registrations in PaymentWorks.