How To: Navigate Vendor Management

Summary:

VendorProof’s Vendor Management interface allows users to search, filter, and manage vendor data. Searches can be performed by Vendor Number, Business Name, TIN/SSN, or DUNS, with filters for facility, exclusion status, verification results, payment, link status, and W-9 submission date. From this interface, users can also add vendors, send email invitations for registration, or export W-9 forms and data. Invitations include customizable messages, while W-9 exports generate Excel files for download, supporting streamlined vendor management.

_________________________________________________________________________________

This article provides instructions on how to:

• Search and filter vendor data
• Download W-9 forms and data
• Send email invitations to vendors through the Vendor Management user interface

Accessing the Vendor Management User Interface: 

1. 1. Log in to VendorProof
   2. Click the "Vendors" tab located on the navigation bar

Searching and Filtering Vendor Data

• The Vendor Management user interface enables precise searching and filtering across multiple data points to locate specific vendor records efficiently.
• You may search for vendors using the following criteria:
  • Vendor Number
  • Legal Business Name (organization name or individual’s first or last name)
  • Tax Identification Number (Employer Identification Number or Social Security Number)
  • Dun & Bradstreet (DUNS) Number
• To further refine your search when vendors share similar data, you may apply filters based on:
  • Facility managing the vendor (applicable if your organization has multiple facilities)
  • Exclusion Status (e.g., Red, Yellow, Pending, or Green)
  • Verification Result (e.g., Match, Suspected Match, Suspected No Match, No Match)
  • Payment Status
  • Link Status
  • Date of the vendor's most recent W-9 submission
• Additionally, you can add a new vendor directly from the Vendor Management user interface. Detailed instructions for this process are available here.

Email Invitations and W-9 Export 

• • Locate the specific vendor you wish to invite via email or from whom you need to export W-9 data or forms.
  • Select the checkbox at the far right of the vendor’s row.
  • At the bottom of the page, use the dropdown menu labeled "Please Select" to choose one of the following options: "Send Invite" to invite the vendor to register with the VendorProof system, or "Export W9 Data" / "Export W9 Form(s)" to download the respective W-9 information for the selected vendor.
  • If "Send Invite" is selected, a pop-up window will appear with editable fields including the sender’s organization name, the email address for vendor responses, the subject line, and a message box for a customizable invitation message. After completing these fields, click the "Send" button located at the bottom right corner of the pop-up to dispatch the email.

• • Selecting "Export W9 Form(s)" or "Export W9 Data" will automatically initiate the download of the requested forms or data in Excel format.