Changing Vendor Numbers and Site Codes

While Vendor Numbers and Site Codes are key fields in the PaymentWorks data model, as described in the Vendor Numbers and Site Codes article, there is functionality that enables authorized users to change the Vendor Number and/or Site Code for any uploaded supplier, whether or not it is connected.

The change is made by re-uploading the supplier profile and adding one or two new columns in supplier upload template:

• NewVendorNum

• NewSiteCode

Behavior

Supplier Upload notes:

• Values for VendorNum and SiteCode are still always required on supplier uploads.

• Values for the two new fields are optional. Most uploads will not even include those fields.

• You may provide a value for NewVendorNum or NewSiteCode or both.

In the example shown below, the supplier profile with Vendor Number 123456 will be changed to 654321, and the SiteCode will be unchanged.

Note: you can alternatively put the old SiteCode in the NewSiteCode column which would also leave it unchanged.

If an account has Order Addresses enabled, each record must be changed explicitly. In the example below, only the SiteCode on the Remit Address will be changed. The Order Address will retain its original SiteCode. This is also true if the Order Address row was not included.

Permissions

Because of the potential impact enabled, the ability to make this change is gated by a specific application permission. Only users granted that permission will be able to make the change. Contact your PaymentWorks account manager to enable this permission.

Errors

If you try to change a Vendor Number or Site Code when there is an existing record with what would have been the resulting combination, the upload to PaymentWorks will fail with a corresponding message.

Conversely, if the source Vendor Number and Site Code are not used by an existing record, the upload will fail with an appropriate error message.

Next Steps

To learn more about PaymentWorks configuration and data options or to discuss your specific area of interest or concern, please reach out to set up a complimentary consultation. We’d be happy to connect!

You can fill out this form including an overview of your interest, or simply email us directly at bestpractices@nvrpartners.com.