Updated on March 27, 2025
The status of a supplier used for a PO can cause errors in the AP Push and prevent vouchers being pushed to an ERP system. AP Management users will have to update ERP mapping for disconnected, deactivated, and draft status suppliers before attempting another push. Users with the Accounts Payable role can identify the status of a supplier and address processing issues.
Supplier status in Accounts Payable can also help users identify suppliers that were once connected and used for orders, but may have been disconnected or deactivated for various reasons.
Supplier Status in an Export File
In the Suppliers tab of Accounts Payable, locate Prendio connected suppliers on the left:
A table with enabled suppliers at a company will display. At the top of the table will be options to include certain suppliers based on status:
Disconnected Suppliers
In the AP Push, suppliers that display a Supplier not found in ERP error message indicates a Let’s Align needs to be performed to map the supplier to an ERP equivalent or have Prendio create and push a new supplier to the ERP system:
If the supplier was mapped in the past, this can indicate that the supplier was disconnected. In the Supplier Detail Window for a supplier, a user with the Buyer or Accounts Payable role disconnected the supplier by unchecking Connected (Account Established):
Disconnecting a supplier will prevent users from completing a push; however, users can complete a Let’s Align to re-map the supplier and push the voucher.
The next time a user creates a requisition using the supplier, a Buyer must re-connect the supplier to eliminate the Disconnected status and have the supplier back in an enabled status.
To identify a disconnected supplier, locate Accounts Payable > Suppliers > Prendio connected suppliers, select Include Disconnected:
Locate the correct supplier. Disconnected suppliers will display a unique symbol in the Enabled column:
Click on the supplier name to open the Supplier Detail window. The Connected (Account Established) box will be unchecked:
Suppliers with a Disconnected status will not be editable from the Accounts Payable role and fields on the Supplier Detail window will be greyed out.
If users wish to reconnect the supplier (check Connected box), a user with the Buyer role must perform the update.
To reconnect a supplier, a user with the Buyer role must do so via the Suppliers tab of the Buyer role:
Since the supplier was disconnected, it no longer appears in the table of suppliers. Select Add Supplier located at the top right of the table:
A Supplier Detail window appears. Search via the Supplier Name field and select the supplier:
After the correct supplier is selected, Confirm the supplier by selecting Yes:
Select Connect (Account Established) to connect the supplier to your company:
Save on the bottom right of the Supplier Detail window before exiting:
After a Buyer reconnects the supplier, the supplier will appear in Accounts Payable > Suppliers as enabled:
Please also note that until the supplier is re-connected, the supplier will appear as "new" for users attempting to create a cart:
Users can proceed with the cart and submit. After clearing any approvals, the order will be routed to a buyer to connect the supplier before processing the order.
Deactivated Suppliers
In the AP Push, suppliers that have not been mapped to an ERP equivalent will appear with a Supplier not found in ERP error:
Deactivating a supplier prevents users from completing a push. If users attempt to perform a Let’s Align to map to an existing supplier in the ERP system, or have Prendio create and push a new supplier to the ERP system, the Supplier not found in ERP system remains and an additional error message, Supplier not valid, appears at the top of the screen:
This indicates that the supplier is not Active for orders and must be reactivated before associated vouchers can be pushed.
In Accounts Payable > Suppliers > Prendio connected suppliers, select Include Deactivated:
Locate the correct supplier. Deactivated suppliers will have a specific symbol displayed in the Enabled column:
If users wish to re-activate the supplier, they can do so in the Accounts Payable role. Users can click on the supplier name to populate the Supplier Detail window.
Active Account (Items Available for Orders) will be unchecked, making the supplier inactive:
Users can check this box to reactivate the supplier:
Save on the bottom right of the Supplier Detail window before exiting:
The supplier will now appear as enabled:
Alternatively, a user with the buyer role can also re-activate the supplier. A buyer can locate the Suppliers tab:
And locate the deactivated supplier. An x will appear in the Enabled column indicating that the supplier has been deactivated. Select Edit in the Actions column:
The Supplier Detail window opens and Active Account (Items Available for Orders) will likely be unchecked, making the supplier inactive:
Users can check this box to reactivate the supplier:
Save on the bottom right of the Supplier Detail window before exiting:
The supplier will now appear as enabled.
Buyer view
Accounts Payable view
Back in the AP Push, any error messages disappear allowing users to push the voucher to an ERP system:
Until the supplier is re-activated, the supplier will appear as "new" for users attempting to create a cart:
Users can proceed with the cart and submit. After clearing any approvals, the order will be routed to a buyer to re-activate the supplier before processing the order.
Suppliers in Draft Status
Suppliers in Draft Status were once enabled and connected to the company; however, the Prendio team updated the supplier to draft. This update is usually made as the supplier has been archived and limited in use due to various reasons (ex. by request of supplier, a supplier merger, etc).
In Accounts Payable > Suppliers > Prendio connected suppliers, select Include Draft:
Locate the correct supplier. Suppliers with a Draft status will have a specific symbol displayed in the Enabled column:
Though the supplier is in Draft status, any existing POs and vouchers under the supplier will process normally. Users will be able to push vouchers to an ERP system without issues. Users will not be able to create new requisitions using a supplier in Draft status as it has been archived.
Supplier Status in an Export File
Users can select suppliers with any status (Active, Draft, Deactivated, or Disconnected) and export to an excel document. Please note that a supplier must be selected to appear on the report:
Check off the appropriate suppliers:
Select Download Export File:
In the excel document, the Enabled column will display the status for each supplier:
