Vendor Portal - Administration

USCS Vendor Portal Administrator Process, Troubleshooting, and FAQ

Vendor Onboarding

Reviewing, Approving, Rejecting Vendor Profiles

Vendor Communication

Submitting Invoices Via Vendor Portal

Views

User Management & User Preferences

Troubleshooting

Workflows

Onboarding a Vendor

Step 1: Navigate to Vendor Management in the left-hand navigation menu:

Step 1: Search for Vendor Name in the Manage Vendors Page.

Vendors found in Vendor Management exist in your Lawson Vendor Master. You will always want to invite users through these Company Profiles before creating a new vendor. The search uses a "Contains" method, so any part of the Vendor Name will appear.

A reminder that your Vendor Management View is a 1:1 view into your S3 Vendor Master for vendors with non-pending Vendor ID's. If you find incorrect information in the Vendor Management view, it is recommended that you correct that in your Vendor Master before inviting the Vendor. Your Vendor Master Data syncs run every hour. 

Search for Inactivated Vendor in S3 Vendor Master

There could be a scenario where the vendor was previously inactivated for a multitude of reasons. It is best practice to search for the vendor in your S3 Master while conducting cleanup efforts to ensure duplicate vendors are not created in Lawson. Yoga does not sync over Inactive Vendors. 

SCENARIOS:

Vendor does not exist in Lawson

Complete this action only after validating that this vendor does not already exist. Creating a duplicate vendor in the Vendor Portal will create a duplicate vendor record in your Lawson environment. 

Select the "Invite New Vendor"button in the upper-right corner of the Vendor Management view

A pop-up window will appear to enter the Vendor Name, and the email addresses of the users you would like to send the invite to:

Step 2: Adding users to the Company Profile for Onboarding:

Select the Company from the Vendor Management list. Navigate to the "Users" tab under the Company name. Select "Invite New User."

Enter the email address of the user that shares a domain with the Company:

Save and Close - The invite to the Vendor Portal has been sent to the user's email address. They will now complete the Company Profile and submit it to USCS for review. 

Here is a video walkthrough of Vendor Onboarding:

 

• Administrator Feature: Copy User’s Invite URL:

  Vendor Portal administrators can copy a user’s invitation URL directly from the platform. This feature is helpful if a user does not receive their invitation email—administrators can easily retrieve the invite link and share it manually to ensure timely access to the portal.

  

Reviewing, Approving, Rejecting Vendor Profiles

Reviewing:

Navigate to Company Profiles Pending Approval. From here, you will verify and validate all user-submitted data on each page.

Approving:

Once you've reviewed that all information is accurate and completed, press the "Approve" Button in the upper-right-hand corner.

If any changes are made to the Company Profile during review, press the "Save" button.

Rejecting:

If you are rejecting a Company Profile due to invalid or misinformation, you will select the "Reject" button.

A pop-up will appear for you to let the Vendor know why you are rejecting their profile.

If a company profile is rejected, the vendor will receive an email stating it was rejected with the comment and a link to update or provide the requested information. Once they make a change to the profile the Vendor can resubmit. 

Communicating with Vendors

The Vendor Portal allows our Vendors and Clients to communicate on invoices and update Vendor information as quickly as possible. 

Document Notes are the preferred method of communication with Vendors on specific Invoices. You can request information about invoices or provide updates to the vendor. The Vendor can also communicate back within the application about vendor information and any issues about invoice information. 

 

Here's a helpful video on Invoice Inquiries: 

Submitting Invoices via Vendor Portal

Views

 

Vendor Management

Filter By in the upper right hand corner of Manage Vendors view:

Vendor ID: Utilizes "Contains" search criteria - by typing any number(s) into this field, all Vendor IDs will populate

Vendor Name: Utilizes "Contains" search criteria - by typing any character(s) into this field, all Vendor names will populate

Vendor Class: SUP, OFC, MNT, etc: Pulls all vendors with that Class identifier

Status: filter by the following statuses:

Clear filters by selecting the "x" in the search:

Or by Reset the filter in the Filter By section: 

 

Updating your Default View

The Default View is the first page you see when signing into Yoga. To update your Default View, follow the below steps:

1. Click on your Avatar in the Top Right Corner
2. Select the My Profile option – you should be brought to the Personal Settings page
3. Navigate to the Account Information tab
4. Here, you can select a View from the drop-down for your Default View and click Save Changes
   1. If, for instance, you were to change it to the All Invoices view, then the next time you log into Yoga you should see the All Invoices view.
5. To see your final Default View changes, you will need to log out and log back into Yoga Content

Left-hand Vertical Pane

This pane is used to access Admin pages, as well as navigate to the Capture pages, the company profile, and other Views.

• When the pane is docked/locked, the stacked arrows (right of the Yoga Logo) will be pointing left – click these to partially hide the pane. When the pane is partially hidden, the arrows will be pointing to the right – click these to dock/lock the pane.
• Any items with white arrows, like Admin or Views, contain additional items – clicking on them reveals the additional items which you may select from.

 

Troubleshooting

End User Vendor FAQ and Troubleshooting link: Vendor Portal FAQ 

This is the link that is sent in the initial email when onboarding clients to Vendor Portal. This includes a walk-thru of the Company Profile, how to use Vendor Portal once accepted, and troubleshooting steps that users may encounter during onboarding.

 

Added the wrong user to a Company Profile:

If the user has not been onboarded (they have not completed the company profile) you can take these steps to resolve:

1. Locate the Vendor Name in Vendor Management page

2. Click the three dots on the right-hand side of that row for more actions and cancel the invite

3. Re-invite the proper user - this will remove all Pending user invites in the profile

If the user has been onboarded and accepted the invite, you will need to submit an incident request to support@rpic.com and we will remove them

Duplicated Vendor

If you created a duplicate Vendor record, and that Vendor was onboarded with users, that will now become the Vendor record in your Vendor Master. You can migrate the data from the "old" vendor to the "new" vendor in Yoga. Open 2 browsers and carefully and accurately populate the correct vendor profile information into the correct vendor profile. 

The user from the duplicate account will need to be removed. If no active users are in the profile, you can Cancel the Invite from the Vendor Management page and all users will be removed. You can then add the user to the correct Company Profile within Yoga. 

Workflows