Goal:

Vendor records were extracted from Voyager the last weekend of August 2019 (beginning in the evening of August 29). They will not be extracted a second time for the production load this spring. Therefore, any changes made to the records in Voyager after August need to be made to the records in Alma as well.

Process:

See the most recent report of vendor record updates in: G:\AcqCatPres\Acq\Alma Migration\Acquisitions\Vendors. It includes a list of vendor records that have been updated in Voyager that also need to be updated in Alma and will include the latest update date for the vendor record as a whole, as well as the latest update date for phone number and address. Pay attention to these dates in particular to see what type of information may need to be updated, but keep in mind that other information in the vendor record (not retrievable by the report) may have been updated as well. 

For New Vendors Added to Voyager since August 29, 2019:

1. In Alma, choose Acquisitions / Vendors.

2. Click Add Vendor.

3. Enter the new vendor information in the Vendor General Details section.

• The National tax ID is is called "Federal Tax ID" in Voyager.
• Currencies can be left at "ALL".
• For Vendor Type, select "Material Supplier/Subscription Agent".
• Leave the rest of the fields as is.

4. Under Accounts, click "Add."

5. Fill out the Account details:

• Account description and account code can be the same as the vendor name and code (this is how they migrated from Voyager).
• Libraries should be "University of Illinois at Urbana-Champaign (UIU) - Champaign and Urbana, IL".
• Mark all applicable Payment methods for the vendor. "Accounting Department" should be chosen for vendors who will be paid through the Banner invoice feed.
• Enter a Claiming grace period (days). This is the number of days after PO creation for a physical item with that vendor before the PO line will be sent to the claims task list.
  • Default 60 days / 90 days for overseas vendors / 30 days for p-card
  • 30 days for Reclaim period
• The rest of the fields can be left blank.
• Click Save.

6. Click the Contact Information tab and choose Add Address to add the vendor's address(es). You will need to add addresses multiple times if a vendor has more than one address (e.g. one address for orders and another for payments).

7. Add the vendor's address information as appropriate. Be sure to check the correct "Address types" and to add the Banner address number in Address line 5.

8. Add any Phone Number(s). You will need to add phone numbers multiple times if a vendor has more than one phone number.

9. Add Email address(es). You will need to add email addresses multiple times if a vendor has more than one email address.

Before Alma Go Live, Vendor email addresses MUST be entered with the word "SCRUBBED" in THIS FORMAT: vendor.name@SCRUBBED_vendor.com

10. Add any notes to the Notes tab.
11. Click Save.

For changes to existing vendors in both Voyager and Alma:

1. Retrieve vendor record in Alma by searching Vendors in the persistent search bar by searching vendor code:

2.  Retrieve same vendor record in Voyager. 
3. Update any changes made in Voyager since extract:  
   • Compare the Voyager record to the Alma record for any changes (keep in mind there may have been multiple changes).  The report will show the date of last address and phone number updates, but keep in mind that there might be other changes as well
   • Any tag with a "dog ear" mark on it in Alma has data on it.

4. Correct Address Types to match Voyager: 

• On the main vendor record screen, choose the Contact Information tab. 

• If there are multiple addresses listed, click the ellipses (...) next to EACH address to correctly flag as Payment, Order, Claim, or Return to match the Voyager vendor record. (Not sure what Billing and Shipping are used for.)

• Verify that the Banner address code appears in Line 5 of the Payment address.

• Note that anything in the Attention fields of the addresses in Voyager did not migrate.
• If there are multiple phone numbers listed, correctly flag each one to match Voyager. 
• Ensure that the default address (with the green check mark) is listed as address 1 in Voyager. If not, adjust accordingly.
• Check the Email address to make sure it is valid (POs in Voyager are sent via email if not by EDI). Note that "SCRUBBED" will appear in the email address. This is expected for now and will be removed before Go Live. DO NOT remove this. If the email address is not correct, enter it with "SCRUBBED" added as in r-watanabe@SCRUBBED_jptco.co.jp. It must be entered in exactly this format! If anything else appears in the email address field, move it to the Description field.

5. Check acceptable payment methods:
   • On the Account screen, check all of the payment methods allowed for this vendor. These will then appear as options on any invoices created for that vendor. 
   • Each vendor must have "Accounting Department" checked (this is for the Banner feed and most invoices will use this option).
6. Add any Notes to the Notes tab.