Expense Management - New Invoice Vendor not in system

David Topchik

We are new to implementing Expense Management. One question that has arisen is… how does someone submit a new invoice for a vendor who is not in the system?

Beckie Osterman

No, users cannot create a new vendor. We have users email accounting so we can ensure we have all appropriate paperwork on file.

Rita Earle

Yes, we have users email a designated A/P finance person who fills out a New Vendor form for approval by our Director of Operations which is then attached to the vendor record. The A/P person then emails the user when the vendor has been added.

Valerie Patrick

We have a “New Vendor Setup” vendor that the submitter chooses when they enter the invoice. They then choose the “New Vendor Setup” approval rule that we have. This approval rule goes to a designated person in accounting to set up the vendor (from an attached w9). Then this accounting person rejects the invoice and it goes back to the submitter to select the proper vendor and approval rule and resubmit. Has been working quite well for us.