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Vendor request configurations (form)

  • Article
  • 05/05/2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Procurement and sourcing > Setup > Vendors > Vendor request configurations.

Use the Vendor request configurations form to create profiles that specify the required fields and visible fields in Enterprise Portal for Microsoft Dynamics AX. You create profiles for each vendor-related request type.

The Vendor request configurations form changes according to the request type that you select. Each request type contains profiles that you can use to customize which fields in a vendor-related request are visible to the user and whether those fields are required. For some request types, such as Vendor add justification workflow, the user is an employee. For other request types, such as Vendor profile, the user is a vendor.

Tasks that use this form

Key tasks: Set up vendor add requests

Key tasks: Set up vendor extension requests

Key tasks: Set up vendor category requests

Set up vendor status change requests

Set up the Profile page in the Vendor portal

Set up the Signup page for unsolicited vendors

The following tables provide descriptions for the controls in this form.

Tabs

Tab

Description

Details

Enter the name and description for a configuration.

Fields

Select the fields that you want to display, hide, or make required for the new profile. The fields that are available depend on the request type that you select. The fields originate from multiple tables.

Companies

Select the companies that will use the profile that you are creating.

This tab appears for request types that are used by employees.

Countries/regions

Select the countries/regions that the profile applies to.

This tab appears for request types that are used by vendors.

Content

Enter text that is displayed to the user who is making the request. For example, this text might contain terms and conditions for unsolicited vendors, or process information or notifications for employees.

System checks

Select the system checks that you want performed for a request type. For example, the system can determine whether the vendor is located in a country or region that is embargoed.

The system checks that are available differ depending on the request type.

This tab appears for all request types except the category-related request types and the Unsolicited vendor registration type.

Questionnaires

Select one or more questionnaires to be completed during the request process. You can select different questionnaires for each company in your organization.

This tab is available only for specific request types.

Buttons

Button

Description

Copy configuration

Copy the details for the current profile to another profile.

Displayed

Display the selected fields on the request form.

Hidden

Hide the selected fields on the request form.

Required

Display the selected fields on the request form and make the fields required. A user cannot save or submit the request without completing required fields.

Fields

Field

Description

Request type

Select the type of vendor-related request that you want to configure. Each request type is a unique vendor-related request that specifies the fields that are displayed and required for the specific request type. You can also specify other data checks to perform for the request type. For example, when you select the Vendor profile request type, you are defining the fields and options that are displayed to vendors in the vendor self-service portal.

The types of requests include:

  • Vendor add justification workflow – A request that is submitted by an employee to request a new vendor. You are configuring the vendor-request pages for the employee portal.

  • Vendor add application – A request that is submitted by a prospective vendor company. A prospective vendor submits this request after an employee requests to add this company to the list of approved vendors. You are configuring the prospective-vendor registration page for the vendor self-service portal.

  • Vendor extension request – A request that is submitted by an employee to add an existing vendor to one or more companies in your organization. You are configuring the vendor-extension request pages in the employee portal.

  • Vendor extension application – A request that is submitted by a vendor. A vendor submits this request after an employee requests to extend the vendor services to one or more companies in your organization. You are configuring the vendor-extension request pages in the vendor self-service portal.

  • Vendor category request – A request that is submitted by an employee to allow a vendor to do business in additional procurement categories. You are configuring the new-category request pages in the employee portal.

  • Vendor category confirmation – A confirmation of a request that was submitted by an employee to allow a vendor to do business in additional procurement categories. You are configuring the fields that are displayed in the vendor self-service portal. In this form, the vendor confirms their ability to do business in the requested categories.

  • Vendor category application – A request that is submitted by a vendor to be approved for additional procurement categories. This request can be submitted independently by a vendor or as part of the workflow following an employee-submitted request. You are configuring the new-category request pages in the vendor self-service portal.

  • Vendor status change request – A request that is submitted by an employee to change the hold status of a vendor. You are configuring the new-status change request pages in the employee portal.

  • Vendor profile – This request type controls the settings and fields that appear in the vendor profile on the vendor portal where vendors can view and update their data. Vendors can also submit user requests by using the portal and receive vendor notifications in the portal. You are configuring the fields that are displayed on the vendor self-service portal.

  • Unsolicited vendor registration – A request that is submitted by a supplier to become a vendor for your organization. You are configuring the pages that are displayed in the unsolicited-vendor portal.

Default

Select this check box to make this profile the default if the system cannot find another matching profile. If you define only one profile for a request type, that profile is the default.

Require procurement category

Select this check box to require a procurement category to be specified on the request.

Hide Business information FastTab

Select this check box to hide the Business information FastTab on the request.

Field label

The names of the fields that you can configure for the profile.

Visibility

Indicates whether a field is visible to the user who is completing the request and, if the field is visible, if it is required.

  • Displayed – The field is visible but not required.

  • Hidden – The field is not visible to the user.

  • Required – The field is visible to the user and required. The user cannot save or submit the request unless the field is completed.

Selected companies

The companies to which the current profile is applied. If a company is not listed in the Selected companies list and no other profile has been defined for that company, the default profile will be used for the selected request type.

Selected countries/regions

The countries/regions to which the current profile is applied. If a country/region is not listed in the Selected countries/regions list and no other profile has been defined for that country/region, the default profile will be used for the selected request type.

Select to display defined text

Select this check box to display specific text to a user who is completing a request.

General text

Type the text that you want to display to a user who is completing a request.

This field is available only if the Select to display defined text check box is selected.

Select to display the acknowledgement check box

Select this check box if you want terms and conditions to be displayed to unsolicited vendors who are completing a profile in the unsolicited vendor portal.

The label for the acknowledgement check box

Type the text that appears next to the acknowledgement check box. For example, “I have read and accept the terms and conditions.”

This field is available only if you select the Select to display the acknowledgement check box check box.

Check for matches against the embargoed countries/regions list

Select this check box if you want the system to determine whether a prospective vendor is located in an embargoed country/region. If the vendor is located in an embargoed country/region, the purchasing agent or vendor account manager will see a warning message when they review the request. Embargoed countries/regions are defined in the Embargoed countries/regions form.

Check for disallowed vendors

Select this check box if you want the system to determine whether a vendor is a disallowed vendor. If the vendor is disallowed, the user cannot submit the request. If the system finds a partial match for the vendor's name or address, the approver will see a warning message when they view the request.

Disallowed vendors are defined in the Disallowed vendors form. For more information, see Define and maintain the disallowed vendors list.

Check for related parties

Select this check box if you want the system to determine whether the vendor's address is similar or identical to another address in the party table. If a match is found, the approver will see a warning message when they review the request.

See also

Configuring Enterprise Portal for vendor requests

Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).