Updated on September 6, 2024
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 display a Supplier not found in ERP error message indicating that 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. A user 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.
In 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.
After a Buyer reconnects the supplier, the supplier will appear in Accounts Payable > Suppliers as enabled:
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:
If users 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 and the error message remains along with a Supplier not valid message at the top of the screen, the supplier may not be Active for orders:
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:
After clicking on the supplier name, the Supplier Detail window appears. 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:
Back in the AP Push, any error messages disappear allowing users to push the voucher to an ERP system:
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:
