Check out these tips and considerations from the Accounts Payable team for understanding supplier registration statuses, paying a supplier for refunds/reimbursements, and using invoice numbers on payment requests.
De-coding supplier registration statuses in the Supplier Portal
Looking for a supplier’s registration status? Download the Supplier Experience QRG for more information and feel free to share it with suppliers. A supplier must complete all sections of their profile (including Certify & Submit) for the profile to be pushed to the next step in workflow for review by AP Supplier Onboarding.
What does each Registration Status mean?
- Invited - Supplier has been invited, but has not yet taken action to log in and complete the profile.
- In Progress - Supplier has partially filled out the profile, but has not submitted it.
- Profile Complete/Approved - Supplier has completed their information, and it is ready to be reviewed by Supplier Onboarding. If they already have a green checkmark next to their name, it means we’ve reviewed their info and they are ready for shopping.
Don’t forget! View History is a great tool to see what, when, and how a supplier’s information was last updated.
Paying a supplier for refunds/reimbursements
To pay an individual supplier for a refund or reimbursement only, use the Supplier Request Form and pay careful attention to the temporary vendor question. Inviting the individual will require the standard paperwork, so Request Forms allow for more flexibility.
Using invoice numbers wisely
When creating Payment Requests, always use the invoice number given by the supplier. The invoice number is the crucial piece of information that a supplier needs to apply a payment correctly.