Logging Vendor Interactions

Use the Vendor Interactions form to record and track all communication between you and your vendors, including date, time, and contact information. You also can use this form to reply directly to incoming messages from the Vendor Portal.

To log a new vendor interaction:

1. On the Vendor Interactions form, select Actions > New.
2. Select a topic for the interaction and enter or select the vendor number.
3. The Interaction Date field contains the system date and time by default, but you can change it as necessary.
4. In the Follow-Up Date field, specify the date by which to follow up with the contact person.
5. On the Conversations tab, do the following:
• If this interaction is for internal use only, select Internal. The note will not be communicated to the vendor.
• If you are logging information received from the vendor by phone or other means, and you want the vendor to get an e-mail notification that this information has been recorded, select Incoming.
• Enter your name in the Entry Name field or accept the default of the current user. The name entered is used as a sort option on reports.
• Enter relevant information in the notes box.
6. On the General tab, you can review default information about the selected vendor. You also can change the contact name and phone number for the current interaction record.
7. Save the form. If you have not specified Internal for this record, it is published to the Vendor Portal for the vendor to review. The vendor may also receive e-mail notification with the information.

To reply to an incoming message from the Vendor Portal:

1. Upon receiving notification that a vendor has sent a message, open the Vendor Interactions form.
2. Enter or select the interaction number.
3. Click Reply.
4. Enter your response in the notes box.
5. Save the record. Your message is published to the Vendor Portal and the vendor receives e-mail notification of your reply.

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