Terminology

The Vendor Manager tool provides the ability to manage vendor data within Concur Invoice. Vendor Managers can process new vendor requests that originate from users, create new vendors, and view details and attached images associated with existing, approved vendors.

Vendor Master List - Official list of vendors the client uses when sending disbursements to vendors. The client's financial system is the system of record for this list.

Approved Vendor List - A list within Concur Invoice containing vendor-related information from the client's Vendor Master List. This list is sent to SAP Concur via the Approved Vendor Import. TIP: To view this list, click View > Approved Vendors in Vendor Manager.

Approved Vendor - A vendor included in the Approved Vendor list in Concur Invoice.

Unapproved Vendor - A newly-created vendor that have not yet been processed by a Vendor Manager.

Concepts - Processing User-Requested Vendors

User-requested vendors typically fall into one of three categories. These categories, and the recommended action for processing the unapproved requests, are noted below:

Valid New Vendor - The request represents a unique new vendor that should be added to the Vendor Master List. By not taking any action, the Vendor Manager allows the vendor to be sent to the client via the Employee Requested Vendor Extract, at which point the new vendor is then manually added to the client's Vendor Master List. The new vendor is then automatically added to the Approved Vendor list via the Approver Vendor Import.

Duplicate - The new vendor request is similar to, but duplicates, a vendor that already exists in the Approved Vendor list. The action of matching the unapproved vendor request to the existing approved vendor replaces all usage of the unapproved vendor with the approved vendor. It also removes the unapproved vendor from the User Requested Vendors list.

Invalid - The new vendor request is incorrect or incomplete, perhaps because a substantiating image was not attached or there is not enough information for the Vendor Manager to process the invoice. In this case, the invoice is declined, which returns the vendor request and any associated invoices to the user who created them for correction or selection of a more appropriate vendor. The Vendor Manager is required to add a clarifying comment to the invoice, which the employee will see when viewing the returned invoices(s).