Adding Vendors

Adding a vendor creates a new vendor record.  There are several ways a vendor may be introduced to PRISM; the user interface, the API, registration, or bulk import.  See your PRISM professional if the API or bulk import is desired. 

This section will discuss how to use the user interface to enter, remove, or modify vendors.  Vendor records consist of five different segments:

Vendor tabs

Vendor Profile - contains general profile information

Vendor Addresses - contains multiple addresses of a vendor

Vendor Certifications - contains multiple certification certificate information.  This is different than certification application information; which can be found with the certification data

Vendor Industry - contains information about the industries that the vendor provides goods and/or services.  These services are categorized by industry code sets such as: NAICS, NIGP, SIC, or custom codes.

Custom Fields - user defined fields that may be managed and searched

Note: Contracts is another vendor segment of data but it is automatically populated and appears with contracts after a vendor record is introduced.

Adding a vendor consists of adding the information for each segment.  If the information is not known at the time, you may update the profile at a later time. 

Only the vendor’s EIN and Name are required to add the vendor to PRISM.

Note: Why use the vendor's EIN as a key field?  It is simple, the EIN is the only field that remains consistent across enterprise systems and other external systems.  Many organizations share vendor certifications with other organizations.  The EIN allows PRISM to consistently and persistently maintain capability and data confidence.  An organization may choose not to use EIN.  Other internal ids may be used instead of the EIN however the id used must remain consistent across all other referential data in PRISM (i.e. contracts, and payments).

Adding A Vendor

1.From the Left menu bar, click the ‘Vendor Management’ link

2.From the big hamburger menu, select "Add a Vendor"

3.Complete the Profile tab

4.You Must Click the ‘Save’ button after adding profile information

5.Complete the Vendor Address tab

6.Click the ‘Save’ button

7.Compete the Vendor Certification tab

8.Click the "Save" button

9.Complete the Vendor Industry tab

10.Click the "Save" button

Note: Remember, only the vendor’s tax ID and name are required to add the vendor to PRISM.  The other tabs can be updated at any time.