Creating Vendor Form Letters in Mass

Maintenance > new world ERP Suite > Procurement > Vendor Service

Form letters for multiple vendors can be generated in mass using the workflow launched by clicking the Form Letter button on the Vendor Service page.

Note: If the Form Letter button does not appear, user permissions need to be granted for the FM Vendor Mass Form Letter. See Vendor Form Letter Processing Security Settings for more information.

Workflow Step 1 - Select Form Letter Type

Select the Form Letter template you wish to use from the drop-down. This field is required to advance to the next step in the workflow. If no options are available in the drop-down, the template may not have been set up properly. See Setting Up the Templates for more information.
In the Common Text field you may choose to enter your own message if necessary.
In the Output Type drop-down, you may choose to select Form Letters Only, a Listing Only, or Both.
The Track Form Letter History field is selected by default. This will record the action in the Form Letter History section on the Vendor Service and Vendor Inquiry pages. It may be cleared if you do not want to track this information.
Click Next to advance to the next step. The button will be disabled if no Form Letter has been chosen.

Workflow Step 2 - Select Addresses

In the Mailing Addresses section, you may select the checkboxes for the addresses you wish to use. Primary is selected by default. You may also choose Remittance, Purchasing, Primary 1099, and Secondary 1099.
Click Next to advance to the next step in the workflow.

Workflow Step 3 - Specify Vendor Characteristics

General Section

In the Status drop-down field, Active is selected by default. This will include all active vendors. Choose Inactive to include inactive vendors or All to include both.
In the Federal Tax ID drop-down field, All is selected by default. You may also choose to select On Account or Not Defined.
In the State Tax ID drop-down field, All is selected by default. You may also choose to select On Account or Not Defined.
In the Social Security Number field, All is selected by default. You may also choose to select On Account or Not Defined.
In the Grantee Type All is selected by default. You may also choose to select Not Specified.
In the Last Procurement Activity Date click in the field to enter a date or click the calendar icon to choose one.

1099 Section

In the W9 Compliance drop-down field, All is selected by default. You may also choose to select Compliant or Not Compliant.
In the Default 1099 Type drop-down field, All is selected by default. You may also choose to select None Specified.

Purchasing Card Section

In the Purchasing Card Provider drop-down field, All is selected by default. You may also choose to select Yes or No.
In the Default Merchant Vendor field, click the arrow in the drop-down to load a list of vendors. Click More to load additional vendors in the list.
Click Next to advance to the next step in the workflow.

Workflow Step 4 - Specify Additional Vendor Characteristics

This step allows you to choose additional vendor characteristics and is set up in a tabbed format across the top of the section.

On the Vendor Categories tab, click to select values in the multi-select box and use the arrow buttons to move them from the Available to the Selected Vendor Categories box.
On the Vendor Types tab, click to select values in the multi-select box and use the arrow buttons to move them from the Available to the Selected Vendor Types box.
On the Primary Contact Address State tab, click to select states in the multi-select box and use the arrow buttons to move them from the Available to the Primary Contact Address States box.
On the Sales Tax Codes tab, click to select values in the multi-select box and use the arrow buttons to move them from the Available to the Selected Sales Tax Codes box.
On the Commodities tab, click to select values in the multi-select box and use the arrow buttons to move them from the Available to the Selected Commodities box.
Click Next to advance to the next step in the workflow.

Workflow Step 5 - Select Vendor Compliance

Select a Vendor Compliance Type from the drop-down.
In the Active drop-down field, Yes is selected by default to include all active vendors. You may also choose No to include those that are inactive or All for both.
In the From Original Compliance Date field, enter a beginning date or click the calendar icon to choose one.
In the To Original Compliance Date field, enter an ending date or click the calendar icon to choose one.
In the Compliance Status field, All is selected by default. You may also choose None Specified.
The Next button is disabled on this page since it is the last step in the workflow. Click the Print button to generate the letters. A message will appear indicating that the output has been sent to myReports.
To view the output navigate to myReports.