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Sparkrock's Customer Success Center

Working with Vendor Certifications

This topic explains how to view, create, and work with Vendor Certifications.

You can use Vendor Certifications to configure certification types and then add certifications to a vendor with date, expiry date and attachments. This functionality is useful for tracking various documents per vendor like WSIB, various insurance types, and other documents that are required for vendor compliance.

Viewing Certifications

You can view expired or soon-to-be expired Vendor Certifications directly from either the Accounts Payable Coordinator or Purchasing Agent Role Centers.

vendor_certifications_role_center.png

Click the appropriate tile to view more details.

Viewing Vendor Certifications from the Vendor List

To view Vendor Certifications from the Vendor List:

  1. From the Vendor List, click the Vendor No. of the vendor for which you want to view certifications.
    The Vendor Card displays
  2. On the Action Bar, click Navigate > Vendor > Certifications.
    The Vendor Certifications page displays.
    vendor_certifications.png

Viewing Vendor Certifications from the Contracts List

To view Vendor Certifications from the Contracts List:

  1. From the Contracts List, click the No. field to view the vendor certifications associated with this contract.
    The Contract Card displays.
  2. On the Action Bar, click Navigate > Certifications > Vendor Certifications.

Configuring the Vendor Certification Number Series

Before you can create new vendor certifications, you must configure the number series that you want to use.

  1. Click Tell Me and search for Contract Management Setup. Select the page from the drop-down list.
    The Contract Management Setup page displays.
  2. To use an existing number series, select the series from the Certification Nos. drop-down list. 
  3. To create a new number series:
    • Click the drop-drown menu and then click New. The No. Series List page displays.
    • Specify a Code and Description in the respective fields. 
    • Click in the Starting No. field. The No. Series Lines page displays.
    • In the Starting Date field, specify the date when this number series is active. 
    • In the Starting No. and Ending No. fields, specify the valid range of numbers to use. 
    • In the Increment No. field, specify the value to use to increment the series.

Creating and Editing Vendor Certifications

To create a new Vendor Certification: 

  1. Click Tell Me and search for Vendor Certifications. Select the page from the drop-down list.
    The Vendor Certifications list displays.
    vendor_certifications.png
  2. On the Action Bar, click New.
    A new Vendor Certification Card displays.
    vendor_Certification_card.png
  3. In the Vendor No. field, select the vendor to which this certification applies. When you select a Vendor No., the Vendor Name field updates.
  4. (Optional) In the Type field, click the drop-down list and do one of the following:
    • Choose en existing certification code.
    • Click New
      The New Vendor Certification Type dialog displays.
      new_vendor_certification_type.png
    • Provide a Code and Description for the new vendor certification.
    • Click OK to return to the Vendor Certification Card.
  5. In the Status field, specify if the Vendor Certification is either Active or Inactive.
  6. In the Issued On field, specify when the Vendor Certification was issued.
  7. In the Expiry field, specify when the Vendor Certification expires.
    Note: If the certification does not expire, leave the value in this field blank.

To edit an existing Vendor Certification:

  1. On the Vendor Certifications page, select the Vendor Certification that you want to edit.
  2. On the Action Bar, click Manage > Edit.
    The Vendor Certification page displays.
  3. Make any changes as necessary.

Working with Vendor Certification Types

You can add, edit, or delete Vendor Certification types from the Vendor Certification Type page:

  1. Click Tell Me and search for Vendor Certification Type. Select the page from the drop-down list.
    The Vendor Certification Type page displays.
    vendor_certificaiton_Type.png
  2. To add a new Vendor Certification type, click New on the Action Bar. Specify the Vendor Certification Code and Description.
  3. To delete a Vendor Certification type, select the line and then click Delete on the Action Bar
  4. To edit an existing Vendor Certification type, click Edit List on the Action Bar, and then make your desired changes.

Adding Attachments to Vendor Certifications

To add an attachment to a Vendor Certification:

  1. On the Vendor Certifications page, click the Vendor No. for the Vendor to which you want to add an attachment. 
    The Vendor Certification Card displays.
    edit_vendor_Certification_card.png
  2. On the Action Bar, click Attachments
    The Edit - Attached Documents page displays.
    edit_attached_documents.png
  3. In the Attachment field, click Select File...
    The Attach A Document dialog box displays. 
    attach_a_document.png
  4. Click Choose and browse for the file you want to attach.
    Select the file and click Open. The attachment is added to the Vendor Certification.
  5. Click Close.

Deleting Inactive Vendor Certifications

You can use the Delete Inactive Certifications command to quickly remove all Vendor Certifications that have expired.

To delete inactive Vendor Certifications:

  1. Click Tell Me and search for Vendor Certifications. Select the page from the drop-down list.
    The Vendor Certifications list displays.
  2. On the Action Bar, click Process > Delete Inactive Certifications.  
    The Delete Inactive Certifications dialog box displays.
    delete_inactive_certifications.png
  3. Apply the desired filters and click OK.
    A Confirmation dialog box displays.
    delete_vendor_certifications_confirmation.png
  4. Click Yes.
    All inactive certifications that match the filter criteria are removed from the Vendor Certifications list.

To schedule an inactive Vendor Certification deletion:

  1. Click Tell Me and search for Vendor Certifications. Select the page from the drop-down list.
    The Vendor Certifications list displays.
  2. On the Action Bar, click Process > Delete Inactive Certifications.  
    The Delete Inactive Certifications dialog box displays.
    delete_inactive_certifications.png
  3. Apply the desired filters and click Schedule.
    The Schedule a Report - Delete Inactive Certifications page displays.
    schedule_report_delete_certifications.png
  4. In the Next Run Date Formula field, optionally provide a date formula that will calculate when to run this report. For example, D10 runs the report on the 10th day of every month. For more details on how to create a date formula, see Working with Calendar Dates and Times.
  5. In the Earliest Start Date/Time field, specify the date when report should begin running.
  6. In the Expiration Date/Time field, specify the date when the report should expire.
  7. Click OK.

 

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