Vendor Accounts

A Vendor Account signifies the connection between a Vendor and a Client Company. Vendor Account numbers are commonly utilized for utility invoices and associating payments with an account instead of the Client Company name directly. Within Discovery, Vendor Account numbers are unique per Vendor and cannot be duplicated within that Vendor's records.

How Do I?

Vendor Account Components

This section outlines the primary details and attributes regarding a Vendor.

Basic Info

  • Vendor: The name of the Vendor.
  • Account Number: Unique account number the Vendor uses to bill Services a Location(s).
  • Vendor Contact: This is the contact at the vendor for any billing questions on this vendor account.

Billing/Invoice Info

  • Billing Frequency
    • Not Billable
    • One Time
    • Per Service
    • Monthly
    • Quarterly
    • Yearly
  • First Fiscal Period: The first fiscal period we expect to start receiving invoices.
  • Invoice Retrieval Method: How are invoices received from the Vendor?
    • Email Attachment
    • Physical Mail
    • Vendor Portal (Manual Retrieval Method)
    • Rover (Intelligent Retrieval)
    • Other
  • Auto Approval Invoice Total Tolerance: The percent difference from the previous invoice to allow auto approval.
  • External Reference ID
  • Sticky Notes

Vendor Account Statuses

Vendor Account statuses can be one of three options:

  • New
  • Active
  • Terminated

When a Vendor Account is created, it will be assigned the status of New by default. This status can only indicate that the Vendor Account has never been added to any active Services.

Once a Vendor Account is added to an active Service, the Vendor Account status will auto-update to Active. Alternatively, you may manually move a Vendor Account status from New to Active by:

1
Clicking the Activate button on the Vendor Account Edit page.

or

2
Clicking the checkbox beside each Vendor Account and then clicking on Activate on the Vendor Account index page. This can be used to bulk update Vendor Account statuses.

To update the status of a Vendor Account to Terminated, it must not currently be associated with any active Services. Before terminating a Vendor Account, ensure that it is removed from all active Services. You can update the status of any qualifying active Vendor Accounts to Terminated by using the Vendor Account Edit page or bulk update methods shown above. Please see the How Do I Terminate a Vendor Account documentation for more information.

It is advisable to only terminate Vendor Accounts that are not anticipated to be used in the future. Should the need arise, terminated Vendor Accounts can be reactivated at any time in the future.

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.

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