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Updating Vendor Contact Information


In this topic you learn how to update vendor contact information. After completing this topic, you should be able to:

- Navigate to the vendor contact field

- Explain the contact fields

- Edit an existing vendor contact

- Add additional contacts

The State maintains contact information for a vendor. If you need to make changes to this information you can do so. You must be logged in to the Supplier Portal to edit your vendor contact information. This training assumes you are already logged in to the Supplier Portal.

Steps:

  1. In order to maintain your vendor contact information, you must navigate to the Maintain Contacts pages. These pages can be accessed by clicking the Maintain Supplier Information link in the Menu section of the Supplier Portal homepage.
  2. When you click the Maintain Supplier Information link the Maintain Supplier Information page opens. From this page, click the Contacts link to go to the Maintain Contacts pages.

  3. When you click the Contacts link you may see the Maintain Contacts/Select Vendor page. You will see this page only if your vendor ID has access to respond to bids for other vendors. If so, this page displays a list of vendors that might have Contacts you need to maintain. If your vendor ID does not have this access, you will go directly to the Maintain Contacts/Current Contacts page. The Maintain Contacts/Select Vendor page is a list of all vendors this vendor ID has access to, arranged in two columns: Vendor Name and Vendor ID. The list is sorted by Vendor ID and you cannot sort by Vendor Name. Also, only the vendor names are clickable links.

  4. When you click the Vendor Name on the Select Vendor page (or directly from clicking the Contacts link on the Maintain Supplier Information page), the Maintain Contacts/Current Contacts page opens. The Current Contacts page displays the contacts currently associated with the vendor. The Current Contacts page displays the Vendor Name at the top and then the Current Contacts section, which includes the following columns: Description, Contact Name and Status. Statuses include active, denied, pending, or inactive.

    Below the Current Contacts section is the Add a New Contact button. Use this to add a new contact to the Contact Information page. We will return to this button later in the training.

    Below the Add a New Contact Button is the Return to Vendor List link. This link takes you back to the Vendor List.

    The contact Description is the only clickable field in the Current Contacts section. Click the contact description to display the Maintain Contacts/Contact Information page.
  5. Clicking the Contact Description in the Current Contacts section of the Current Contacts page takes you to the Contact Information page. At the top of the page is the Vendor Name and below that the details for the contact in the following order:

    Description-
    Desired Status-
    Name-
    Email ID-
    URL-
    Location-
    Role-
    Effective Date-

    Below the Effective Date field is a text box called Comments-include name and phone number.

    Below the Comments box is the Telephone Information section. This section lists telephone numbers associated with the contact with the following columns: Type, Prefix, Phone, and Ext (Extension).

    Note: This page is informational only and the fields cannot be edited. To edit an y existing information you need to click the Edit button, which is located in the far right column of the Current Contacts section on the Current Contacts page.

    Below the Telephone Information section is the Return to Contact List. Click this to return to the Current Contacts page where you can click the Edit button to edit this contact's information.

  6. Locate the contact you wish to edit and then click the Edit button to access the contact information in correction mode allowing you to change the contact information.

    Note: When a contact is in pending status you cannot make changes to it. The Status must be inactive, denied, or active to be able to edit contact information.

    On the Contact Information page the Vendor Name is shown at the top followed by the contact information fields. The Description field cannot be changed. If you need a contact with a new description you must add a new contact. The Desired Status field is to the right of the description field. This is a dropdown list that enables you to set a contact as inactive if necessary. You can always come back and make it active again.

    Below the Description field is the Name field. Enter the contact's name here. The Name field is required. Below this is the Email ID field and then the URL field. These fields are optional.

    Below the URL field is the Location field. This is a dropdown list that includes the existing addresses for the vendor. You must tie the contact to an existing address. This is a required field.

    Below the Location field is the Role field. This is also a dropdown list with following options: Accounts Payable, Billing Contact, Broker, Commercial Paper Contact, Contract Collaborator, Executive Management, External Contact, General, Internal Corporate Contact, Investment Pool Contact, Line of Credit Contact, Sales Contact, Service Contact, and Warehouse/Shipping Contact. This is not a required field.

    Below the Role field is the Effective Date field. By default this field displays the current date. You can enter a future date if desired to have the contact change take effect at that date.

    The next field is a text box called Comment-include name and phone number. Whenever you make a change to the contact information you should include a comment explaining the change along with your name and telephone information.

    Below the contact details fields is a section called Telephone Information, with the following columns: Type, Prefix, Phone, and Ext. You can change any of these fields, or add a new telephone number for the contact by clicking the Add button at the far right of any row. You can also delete any existing telephone number by clicking the Delete button at the very far right of the row to be deleted.

    Below the Telephone Information section is the Return to Contact List link. Click this to go back to the Current Contacts page. All your changes will be lost. Below this link is the Save button. Click this to save your changes.

  7. When you click the Save button, the Save Confirmation page opens advising that the Save was successful. Click the OK button on this page.
  8. Clicking the OK button takes you back to the Current Contacts page. If you are adding a new contact, the Status of the new contact will be pending until it has been approved, and then the status will change to Active.

Congratulations! You have successfully completed the topic, Updating Vendor Contact Information. Having completed this topic, you should now be able to:

- Navigate to the vendor contact field

- Explain the contact fields

- Edit an existing vendor contact

- Add additional contacts

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