How to: End Monitoring for a Vendor

Summary:

VendorProof offers three ways to terminate vendor monitoring: two manual options in the Vendors tab and one via file upload in the Vendor Import tab. Manually, users can delete a vendor or set an end date to stop monitoring. With file upload, the “End Date” column specifies when monitoring ends, either immediately or in the future. Processed files provide summaries, while errors appear under Error Files and Results. This ensures accurate vendor list management and compliance.

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There are three methods to terminate exclusion monitoring for an existing vendor: two manual methods via the Vendor Management user interface, and one method through file upload on the Vendor Import user interface.

1. Manual Termination of Monitoring

1. Log in to VendorProof
2. Navigate to the "Vendors" tab

3. Search for the specific vendor whose monitoring you wish to terminate
4. Upon locating the vendor, you may either click the "Delete" button on the far right to remove the vendor from your list and end monitoring
5. Alternatively, select the checkbox on the far right of the vendor's row, scroll to the bottom of the page, select the dropdown labeled "Please Select," and choose "Set End Date (To Today)" from the options
6. A confirmation dialog will appear, requesting your approval to deactivate monitoring and remove the vendor from your vendor list
7. Click the "Confirm" button to finalize the deactivation of monitoring for the selected vendor or vendors

Note

2. Termination of Monitoring via File Upload

1.  Log in to VendorProof
2. Navigate to the "Vendor Import" tab
3. Scroll to the bottom of the page and download the template file named "VendorProof Sample File Import (CSV)"

4. Prepare your file containing the data for the vendors you wish to remove from your vendor list. You may also include vendors you intend to continue monitoring but wish to update. The end date may be set in the past or future; if set in the future, the system will terminate monitoring on the specified date. Ensure the date is correctly formatted (e.g., MM/DD/YYYY = 11/20/2011).
5. The final column (excluding hidden fields) is the "End Date" column. Use this column to specify the termination date for vendor monitoring, which will also remove the vendor from your list 
6. After completing your file, click the "Upload file" button located in the "Submit Files" section
7. Select the data import mode (Note: Use Add/Update mode exclusively)
8. Click the "Choose File" button and select the file you have prepared
9. Click the "Upload File" button to import your data into the VendorProof system
10. Following submission, your file will appear in the "Incoming Files" section until processing is complete

11. Once processing is successful, the file will be listed in the "Processed Files and Results" section. You may download a copy by clicking the file name.
12. A summary of the file, including details such as skipped lines and the number of records processed, can be viewed by clicking the "View Summary" button.
13. If errors prevent file processing, the file will appear in the "Error Files and Results" section. Similar to the previous step, you may download the file and view a summary explaining the failure by clicking the respective buttons.