Vendor Transition Guide (Public)
This guide outlines the process of when a vendor is acquired by another vendor or when a vendor’s service is no longer used by NVR and how their work and tasks are handed-off.
Case 1: Case 2:
Vendor Goes Out of Business
All existing work transferred to new vendor
un-invoiced PO’s are regenerated to the new vendor number
Another Vendor is Replacing previous Vendor
New vendor’s work begins as of XX/XX/20XX
Users from the old vendor will have to request access to SchedulePro under the new Vendor’s ID with a different email address
Step 1 - Pre-Check
Before you start the vendor change process you will want to confirm the following:
The new vendor is a local vendor for the division
There are vendor part costs in for that vendor
Step 2 - Community Vendor Table
Check to ensure the new vendor is setup in the community vendor table. (*Note: The new vendor does not have to be set as primary for this step, but they will need to be flipped to primary and the old vendor to non-primary for future estimates/PO’s)
Steps for Vendor Transitioning With a Purchase Order
Update the Community Vendor Table
Make the Old Vendor a Non-Primary Vendor for expected Phase Activities
Make the New Vendor a Primary Vendor for expected Phase Activities
Regenerate All Purchase Orders
POs do not need be canceled for the old vendor. Once you regenerate the PO for a new vendor – the system will automatically “cancel” the PO
Assign New PO’s to New Vendor
Steps for Vendor Transitioning Without A Purchase Order:
Update the Community Vendor Table
Make the Old Vendor a Non-Primary Vendor for expected Phase Activities
Make the New Vendor a Primary Vendor for expected Phase Activities
Go into the task for every job the old vendor is suppose to have work in, and manually select the new vendor and manually select the old vendor in the vendor tab
Generating a $1 Purchase Order for the Vendor
Vendor assignment automation occurs every night (except fridays)
(Insert Link for Internal NVR Info)
Step 3 - Purchase Orders
Enter PO # or vendor ID (entering the vendor ID will pull a picklist of all open PO’s for that vendor)
(Insert Link for Internal NVR Info)
Scheduled Tasks
Vendor 1 is acquired by Vendor 2:
During the transition, you will sometimes have jobs running under Vendor 1 (Previous Vendor) and new jobs under Vendor 2 (New Vendor). New jobs should be assigned to Vendor 2 while pre-existing jobs that was assigned to Vendor 1 will still remain until the work is completed.
In this scenario, this is where users typically have two log-ins for SchedulePro. One log-in will be for Vendor 1 and the other log-in will be for Vendor 2 (must be different email addresses tied to account). Once all jobs are completed for Vendor 1, the profile tied to Vendor 1 can then be inactivated and the user will now use the profile for Vendor 2.
After all jobs are completed for Vendor 1 and the user’s Vendor 1 account profile is deactivated, they will no longer be able to see any past completed tasks assigned to Vendor 1, since they will now be using their new log-in for Vendor 2.
SchedulePro Access Request
If a vendor has been bought out by another vendor, the users from the previous vendor will need to request access to SchedulePro using their new Vendor ID. When vendors request access, their username is set to the email they request access with. The new profile cannot be requested with the previous email address their old vendor profile was tied to. It must be a unique email address that has not yet been used for SchedulePro.
https://nvrappops.atlassian.net/wiki/spaces/SS/pages/633078564
Options:
If the vendor would like to keep their email during the transition, they would need to request a new profile as the new vendor (under a new email address). SchedulePro admins would then go into their new profile and update the email address field. This would allow outgoing emails from SchedulePro from both vendor profiles send to one email inbox (Sample Image Below).
Once the vendor no longer needs access to their profile tied to the old vendor, proceed to deactivate the account.
If the Username and Email address will not change, SchedulePro admins can then proceed to update the Vendor Name and Vendor ID of the user’s existing account.
Vendor Portal Access Request
Vendors will be required to request a new Vendor Portal Account under the newly acquired Vendor ID
https://nvrappops.atlassian.net/wiki/spaces/SS/pages/633077956
Work Orders
Work orders are tied to Vendor ID not SchedulePro profiles. Someone in the Division will need to either approve, complete, reject, or cancel the work orders. This action can be performed by anyone who has access to make changes to work orders. Communication will need to be sent out on actions to take on outstanding work orders.