Edit a vendor

1. On the left navigation, click Vendors.
2. From the list, select the index to search. You can search by:
   • Keyword: Words in any of the indexes
   • Vendor Name: Words in the vendor name
   • Location: Words in the vendor's address
   • Contact Name: Words in the contact name
3. Type the search term in the text box. Tips:
   • Start or end searches with an asterisk (*) to increase your results. For example:
     • *rown retrieves both brown and crown
     • cop* retrieves both copy and copies
     • (*) Searching with only an asterisk (*) retrieves all possible results
4. Click Search or press <Enter>.
   • Previous searches appear below the Search button. Click a search to return to it.
   • If the search results extend to two or more screens, use the navigation links (top and bottom of list) to move between screens. Screen headers and footers show your position within the list. For example: Results 11-20 of 56
5. On the search results screen, click the name of the vendor to open the vendor record.

Columns in search results

Search results are sorted alphabetically by vendor name. To change the sort order, click on Vendor Name.

Some columns need explanation:

• In Use:
  • Checked box: The vendor is in use and you can initiate transactions with them.
  • Unchecked box: The vendor is not in use and you cannot initiate transactions with them. The vendor will not appear as an option anywhere in the system.
• Private/Public: Icons indicate whether vendor information is shared or not
  • Public/Published (  ): A globe indicates that vendor information that is available to any library (as a result of it being published by a library).

     Note: In the General and Identifiers categories, if a library overwrites a field, the field is no longer shared, but the Globe icon remains unchanged.

  • Private/Not published (  ): A house indicates that vendor information that is private and available only to your library (not published).
  • Some public and private (  ): Both a globe and a house indicate that within Addresses and Contacts, some information is public and some is private.

 Note:

• Asterisks (*) indicated required fields.
• All vendor fields have a character limit of up to 255 characters.
• Contacts and Acquisitions Settings are the most common settings that need to be configured.

General

If you have published a vendor record (shared it with other libraries in your region), any edits to General information affect all libraries using this vendor. 

Field	Description
Vendor name*	The name of the vendor.
Country	The country of the vendor.
Roles	The role the vendor plays for libraries (e.g. publisher, retailer, etc.). Click Show Options to select a role.
Language	The language used for communication with the vendor.
Relationships	Use to indicate relationships between different companies, units within a company, or other corporate relationships (distributor, etc.).

Links & Logins

List URLs to vendor services/products, along with User IDs and passwords, if needed. 

Some fields need explanation:

Field	Description
Active (check box) (only editable after saving)	Checked: Link is relevant to library and displays on the Active tab Unchecked: Use to indicate the link is no longer relevant, link moves to the Inactive tab

Addresses

Some fields need explanation:

Field	Description
Active (check box)	Checked: Address is current for the vendor and displays on the Active tab Unchecked: Use to indicate address is no longer relevant, address moves to the Inactive tab
Address role	Use to indicate the kind of address (e.g. billing, shipping). Click Show Options to select a role.
Default (check box)	Select the check box to indicate the default address.

Contacts

Some fields need explanation:

Field	Description
Active (check box)	Checked: Contact is relevant to library and displays on the Active tab Unchecked: Use to indicate contact is no longer relevant, contact moves to the Inactive tab
Contact short name	Name preferred by contact.
Language	The language used by the contact. Notifications will be sent to the contact in the selected language. Available languages include: Arabic German English Spanish French Italian Japanese Korean Dutch Chinese Simplified Chinese Traditional
Allocated address	An address allocated to a contact.

Partner Exchange Services (upload files)

For information on uploading files, see Import.

Identifiers

These identifiers are unique to the vendor.

Identifier	Description
WMS Vendor ID	The identifier used in API calls by your library or by library partners. This is generated automatically, and cannot be edited. This field is included as part of the WMS Accounting System Invoice Connector .json file export.
URL	The Uniform Resource Locator (URL) value(s) for the vendor.
Tax Number	Tax number(s) for the vendor.
Previous Vendor Name	Previous name(s) for the vendor.
Alternate Vendor Name	Alternate name(s) for the vendor.
FEIN	The Federal Employer Identification Number (also known as Federal Tax Identification Number) is a nine-digit number issued by the Internal Revenue Service to track a business's tax returns.
SAN	The Standard Address Number (SAN) is a seven-digit numeric identifier used to identify organizations and businesses interacting with the publishing industry (including book and serial manufacturers, libraries, publishers.)
OCLC Symbol	The three or five-character code assigned by OCLC to identify a member institution.
ISBN Prefix	The ISBN prefix for the vendor.
Additional Identifiers	Select an additional identifier from the Type drop-down list and then enter the associated value.   Type Description GLN Global Location Number A number used to uniquely identify a physical, functional, or legal entity. This number is also referred to as the International Location Number (ILN). ILN International Location Number A unique number used to identify a physical, functional, or legal entity. ISIL International Standard Identifier for Libraries A unique identifier assigned to libraries and related organizations, such as archives and museums, by the International Standard Identifier for Libraries and Related Organizations (ISIL), ISO 15511. MARC Marc Organisation Code A short alphabetic code used to represent names of libraries, organizations, and institutions that need to be identified in cataloging and in bibliographic control. See MARC Code List for Organizations for more information. NCES Identifier of National Center for Education Statistics The unique identifier assigned to an LEA or school by the National Center for Education Statistics (NCES). WorldCat knowledge base ID The collection ID assigned to a knowledge base collection.

Local identifiers

These identifiers are unique to your library.

Local Identifier	Description
Vendor Number	An ID number assigned by your instance of WMS, in the same way order numbers are assigned.
Match Codes	Used when a code is needed to identify (match) vendors in other systems. Using the same match code for the same vendor in both WMS and other systems facilitates sharing vendor information between systems.
Accountancy System ID	Used to track the identifier used by your parent institution's financial system. OCLC recommends using this field for your enterprise resource planning (ERP) system. This field is included as part of the WMS Accounting System Invoice Connector .json file export.
ILS Supplier Number	Used to track the identifier used by your previous ILS.
GST Registration Number	A unique, 15-digit identification number issued to a business registered under the Goods and Services Tax (GST) on the basis of the PAN number of the business. The last digit is a checksum number. This field is included as part of the WMS Accounting System Invoice Connector .json file export.
PST Registration Number	A unique, 11-character identification number (e.g., PST-1234-5678) issued to a business registered under the Provincial Sales Tax (PST). This field is included as part of the WMS Accounting System Invoice Connector .json file export.

Bank Account Info

Some fields need explanation:

Field	Description
Payment Recipient	The name of the payment recipient for the vendor.
Bank Code	The numeric code assigned by the central financial institution to all of its licensed member banks or financial institutions.
Account Number	A unique number of several (often eight or nine) digits used to identify the account at a financial institution.
Bank Identifier Code (BIC) / SWIFT codes	A unique identification code for both financial and non-financial institutions assigned by the Society for Worldwide Interbank Financial Telecommunication (SWIFT).
International Bank Account Number (IBAN)	An internationally-established unique number consisting of up to 34 alphanumeric characters comprising: a country code; two check digits; and a number that includes the domestic bank account number, branch identifier, and potential routing information.

Customer/Account Numbers

Numbers used to indicate how orders are handled (monograph, serials, rush handling, children's materials, etc.)

Acquisitions Settings

Some settings need explanation:

Acquisitions Setting	Description
Currency	The currency the vendor uses.
Expected Fulfillment Period	For Expected Fulfillment Period, enter the number of days after an item is ordered (for purchase order items) or added to the order (for plan orders) to set for the Expected Fulfillment Date. This can be set for: One-Time Monographs One-Time E-Products   Note: If you leave blank, the expected fulfillment date will not be set by default unless you assign an Expected Fulfillment Period for the vendor on the Administration page.
Default Contact	The default contact at the vendor.
Default Delivery Method	The default delivery method of the vendor.
Specific Notification Settings	Notification Setting Description Action The action you want to notify the vendor about (Ordering, Cancellation, etc.). Contact The vendor staff person who should receive the notification.  Delivery Method The delivery method used to notify the vendor (E-Mail, Print, FTP, etc.). FTP Profile The FTP profile associated with the notification.
Edifact Notification Settings	See EDIFACT messages for vendors.

Notes

Click Add Note to enter a free text note about the vendor.