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Office Vendor Number Fields

Office vendor numbers fields are useful for including additional identifying information about your vendors. Larger companies often require multiple office vendor number fields because they have multiple AP centers using different AP systems, such as Oracle and SAP. Also, some companies need multiple office vendor numbers fields if they require confirmation of a vendor number and some other data (such as a vendor's zip code). To accommodate this, Tracker lets you create unlimited office vendor number fields for the company's law firms.
There are four major steps to setting up office vendor numbers in Tracker:
  1. Create and name the office vendor number fields.
  2. Configure the AP routes to require office vendor numbers to ensure that the office vendor number information is included for every invoice that is assigned to that AP route. For example, you would want to require the "SAP Vendor Number 1" Office Vendor Number for the "SAP" AP Route.
  3. Set the values for the office vendor number fields for your individual vendors. You can complete this step for each vendor or by using the Bulk Update feature.
  4. Configure the Invoice Spreadsheet format to include the office vendor number fields. This step is necessary for your AP system to receive the office vendor numbers
The office vendor number fields in an office profile can be blank, and there will simply be no office vendor number in the invoice spreadsheet. However, if a firm submits an invoice that is assigned to an AP Route for which office vendor numbers are required, then the invoice cannot be fully approved until a number is provided.

Creating Office Vendor Number Fields

To use vendor numbers in Tracker, you must first create and name the required office vendor number fields.
To create office vendor number fields:
  1. Select
    Settings
    in the left navigation.
  2. In the
    Accounting and A/P Settings
     section, select
    Office Vendor Numbers - Field Names
    .
  3. On the toolbar, click
    New multiple values
     or
    New value
    .
  4. In the
    Value
    or
    Values
    field, type the new values. To enter multiple values, press Enter on your computer's keyboard after each value.
  5. On the toolbar, select
    Save & close
    ..

Editing Office Vendor Number field names

  1. Select
    Settings
    in the left navigation.
  2. Under
    Accounting and A/P Settings
    , click
    Office Vendor Numbers - Field Names
    .
  3. Click the name of the field name you would like to edit. If it does not appear in the list, ensure that the appropriate option appears in the
    Table Filter
     then click
    Change View
    .
  4. Edit the name you want to update.
  5. On the toolbar, select
    Save & close
    .

Configuring AP Routes to Require Office Vendor Numbers

Office vendor numbers can be required for individual AP routes. If the numbers are required, then every invoice that is assigned to that AP route must include the required office vendor number information, or it cannot be fully approved.
To require office vendor numbers for an AP route:
  1. Select
    Settings
    in the left navigation.
  2. Under
    Accounting and A/P Settings
    , click
    AP Route Configuration
    .
  3. Under
    Step 3: Routing
    , click the name of the AP route that you want to configure. The page opens to edit the AP route.
  4. Under
    Step 3a: General Options
    , click
    Select next
     to
    Required Office Vendor Numbers
    , and check the appropriate office vendor number names.
  5. Click
    Save
    .
  6. Select
    Settings
    in the left navigation.

Entering or Editing Office Vendor Numbers

You can enter the office vendor numbers for each firm or vendor individually, or you can use the Bulk Update feature to enter many values at once. When you bulk update the numbers, you first select which office vendor number field you want to populate, and then you enter the numbers for all the vendors.
To enter a value for one firm:
  1. Select
    Firms > Our firms
     in the left navigation.
  2. Click the name of the firm or vendor for which you want to enter an office vendor number or numbers.
  3. Select the
    Offices
    tab.
  4. On the toolbar, click
    Edit Office Profile
    .
  5. In the
    Vendor Office ID
     field, add or edit the vendor numbers you want to update.
  6. On the toolbar, select
    Save & close
    .

Displaying a List of Office Vendor Numbers

  1. Select
    Firms > Our firms
     in the left navigation.
  2. On the Firms list page, select the name of the firm whose office information you want to show.
  3. Select the
    Offices
    tab. The
    Vendor #
     field shows the vendor number for each office in the list.

To bulk update numbers:

  1. Click
    Users > Bulk Update
     in the left navigation
  2. Under
    Step 1: Select a Field to Update
    , select the office vendor number field that you want populate for multiple firms.
  3. Click
    Generate List
    . The list of firms appears.
  4. Enter the office vendor numbers you want to update.
  5. On the toolbar, select
    Save & close
    .

Configuring the Invoice Spreadsheet Format to Include Office Vendor Number Fields

For the AP system to be able to receive the office vendor numbers, you must configure the invoice spreadsheet format to include the office vendor number fields. For example, you would create an "Oracle" invoice spreadsheet format that includes the "Oracle Site Number" and "Oracle Vendor Number" fields. Then you would assign that invoice spreadsheet format to all AP routes that should include the Oracle numbers.
To configure the invoice spreadsheet format to include office vendor number fields:
  1. Select
    Settings
    in the left navigation..
  2. Under
    Accounting and A/P Settings
    , click
    AP Route Configuration
    .
  3. Under
    Step 2: Formatting
    , either select an existing invoice spreadsheet format or click
    Create New Invoice Spreadsheet Format.
  4. Scroll down to the
    Standard Rows
     section, and under
    Column Name/Data
    , select
    Office Vendor Number - Office Vendor Number
    .
  5. Next to that field, select the name of your office vendor number field. If you want to add multiple office vendor number fields to your spreadsheet, repeat steps 4 and 5.
  6. On the toolbar, select
    Save & close
    .

This article applies to:

  • Product: Legal Tracker
  • Audiences: Company