Quick Reference Guide

Update the Contact and Location Code on Sourcing Invitations

March 12, 2018

Update the Contact and Location Code on Sourcing Invitations

Sometimes agencies desire to invite a specific bidder contact on an event. SWIFT Strategic Sourcing module gives agencies the ability to invite individual bidders on an event. The agency needs to find the correct Location Code and Contact Name and then update the event before posting it. This guide provides the steps to update the Location Code and Contact Name on an event.

Steps to Find and Update the Correct Location Code and Contact Name on a Sourcing Event.

  • Step 1: Use Review Vendors to get the Address Number
  • Step 2: Use the Vendor Inquiry to get the Location Code
  • Step 3: Update the Bidder Invitation with the Correct Information

For more information about Strategic Sourcing module, please review the SWIFT Reference Guides. https://mn.gov/mmb/accounting/swift/training-support/reference-guides/

Step 1: Find the Contact Name in SWIFT to get the Vendor ID and Address Number.

This example demonstrates how to send the invitation to the correct Contact Name and Vendor Location: Herman Miller, Inc., Mike Farrell, 2326 W. Superior Street, Duluth, MN, 55806.

  • Navigation: Vendors, Vendor Information, Add/Update, Review Vendors
  • In the Name field, change it to “contains” and enter the Vendor’s name.
  • Click Search.

  • In the Search Results, click the Vendor ID. Write down the Vendor ID.
  • SWIFT displays a message with several links. Click the Vendor Contact link.
  • SWIFT displays the vendor record. Click the View All link at the top of the page. Note: There are nine contacts for this vendor.

SWIFT opens up the vendor record.

  • Scroll through the records until you find the correct contact information.

  • Write down the Address Number (e.g., 11).
  • You will use this Address Number to find the Vendor Location Code.
Step 2: Use the Vendor Inquiry to get the Location Code
  • Navigation: Reporting Tools, Query, Query Viewer.
  • On the Query Viewer, enter M_VENDOR_INQUIRY.
  • Click Search.
  • On the Search Results section, select a Run to field and click on the link (e.g., HTML or Excel).
  • On the Vendor Inquiry, enter the Vendor ID and click View Results.
  • On the results section, scroll down the record on the Address Sequence Number column. Notice that the Vendor Location is next to it.
  • Look for the correct Address Sequence Number (e.g., 11) and the Location Code for it (e.g., 006).

Note the Address Sequence Number (e.g., 11) and the Location Code (e.g., 006).

Step 3: Update the Bidder Invitation with the Correct Information
  • In the Strategic Sourcing module, set up the event details and access the Bidder Invitation link.

NOTE: For more information about Strategic Sourcing module, please review the SWIFT Reference Guides. https://mn.gov/mmb/accounting/swift/training-support/reference-guides/

  • On the Invite Bidders page, click the Search for Bidders link.
  • On the Bidder Search page, enter search criteria (e.g., ID) and click Search.

SWIFT opens up the Search Results. The Location Code defaults to “001”.

  • Update the Location Code (e.g., 006).
  • Click the Invite box.
  • Click OK.

SWIFT returns to the Invite Bidders page. SWIFT invited the vendor. It appears on the Bidder Invitation List. Click the Details icon next to the vendor record.

On the Bidder Details page, click on the looking glass icon next to the Contact Seq Num field.

  • SWIFT opens up the Look Up Contact Seq Num window.
  • Click on the number next to the Contact Name field.
  • Then, click OK.

SWIFT returns you to the Invite Bidders page. Continue to process the event as required. After you post and approve the event, SWIFT will send an invitation email to the correct contact.

If you cannot find the contact on the event, tell the vendor to update their account. They can contact the Vendor support team for assistance. https://mn.gov/mmb/accounting/swift/vendor-resources/

You have successfully updated the Contact and Location Code on a Sourcing Invitation.

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