VENDORLINK INSTRUCTIONS
The very first step in setting up a Vendorlink account requires a new employee to follow the instructions below.
1)Go to and try to log in using your email log in (without the @westmont.edu) and email password.
2)You will receive a message saying“your account needs to be authenticated.”
3)After receiving the message, contact Debbie Price (), Candace Kim () or Jim Reid () in the Business Office and we can set you up with access.
The Vendorlink Login page is located at:
Your Login Name and Password are the same as your email login and password.
The “Home Section” of Vendorlink is the first screen you will see after logging in. From this section you can initiate requests for payment, journal entries and print your batch cover sheets.
STEPS FOR CREATING A PAYMENT REQUEST:
- Select a Vendor
After using a vendor once, it will thereafter appear in your “My Vendors:” drop down box so that you can easily choose it if you want to pay it again. If the vendor you want to pay has a new address, choose the vendor off the listing and put the new address into the NOTES section of the check request. Do not set up a new vendor. If the vendor you need to pay is not in your “My Vendors” listing, search for the Vendor by clicking the “Other Vendor” button and click CREATE.
Four options exist to search for a Vendor:
1)Under “My Vendors”
2)All Vendors (previously paid)
3)Search all people and organizations
4)Request new Vendor
I recommend that if your vendor is not located in “My Vendors” then skip option 2 and use option 3 and search for the vendor you would like to pay.
If you cannot find your vendor using option 3, then select option 4 and click CONTINUE. You will be taken to this screen. Fill in the Name, Address, City, State and Zip, then clickCONTINUE.
- Fill out the “Check Request Form”.
1st Line- Invoice Date Field- MM/DD/YY
2nd Line- Invoice Number- limited to 9 Characters. (Use the rightmost 9 characters if the invoice number is 10 characters or more. Office Depot is the exception to this rule use the first 9 characters of their invoice number.) If no invoice number exists you will need to assign a UNIQUE invoice number. DO NOT USE THE SAME NUMBER TWICE.
3rd Line- Payable Date- MM/DD/YY. (If left blank the system will default to 30 days over the invoice date.)
4th Line- Invoice Amount. Do not use $ or commas.
5th Line- Discount Amount. Do not use this field unless given approval by the Business Office. Contact ext 7023 or 7027.
Accounting Section: You can add as many lines as needed. Because each department will have new account numbers, I recommend using the “Prompt Box” to fill in this section.
After clicking the “Prompt Box”, drill down on the department cost center, object code or project numbers that you have available. DO NOT use a project code that is not listed in the drop down box. Fill in the amount and description and click continue.
- Choose how the check is to be handled.
Option 1- Send to payee. The Business Offices mails JUST the check and the check stub. The stub includes invoice date, number, amount and description. Payment coupons, etc are not included with the check. If a check needs documentation sent with it, please choose option 2 or 3 below.
Option 2- Send inside mail to. Please put the name of the person in the first box. The second box is for the department they work in. If this person is a student, you must put their MS box number in the Dept. field.
Option 3- Hold in business office for. Please put the name of the person in the first box. The second box is for their department or organization.
- Issue a separate check for this invoice.
Check this box if you want a separate check for this vendor. Otherwise, the system will include all payments for one vendor on the same check. Please call ext 7027 or 7023 if you have questions on when to use this option.
YOU SHOULD ALWAYS CHECK THE ISSUE A SEPARATE CHECK BOX FOR FIA MASTER CARD PAYMENTS!
- Approval section
- To approve your documents from the “Check Request Section” on the Home page, check the “Return to home page” box and click on the “CREATE” button.
PLEASE NOTE:
You are no longer required to choose the check request approvers. Vendorlink will now assign these based on the assigned areas of responsibility.
- Approving check requests
Approving your requests from the “Check Requests” section on the Home page, gives you the opportunity to view them and make changes before sending them on their way. To approve your request check the box and click “Approve.”
** Vendorlink reminder emails are sent twice a day. The first is sent at 9:00 Am and the second is sent at 2:00 Pm.
***Please note: If you create a check request after 2:00 Pm, your supervisor or approver will not receive a reminder email until the following morning at 9:00 Am.
- Notes section
The notes section is available for your use. This information does not go on the check or the check stub, but stays with the document forever.
The notes section should be used if you want to change an address of a vendor already on the system. You do not need to set up a new vendor for a change of address.
- After creating a check request
You have 3 options:
1- Create another Check Request for a different Vendor- Click the button, choose the vendor and click create.
2- Create another Check Request for the same Vendor- Click the button and then click create.
3- Return to your Home Section- Click the button and then click create.
Once a check request has been approved by the Originator, you must print off a batch cover sheet, to attach to your back up. To print the batch cover sheetgo to the Home section of Vendorlink and check the boxes in the “Imaging Batch” section you desire. Then click “Print Cover Sheet”.
Your batch cover sheet will look like the image below.
Make sure your back up is attached to this batch cover sheet. No staples or stapled documents, please. Should your back up include small receipts from cash registers or irregular sizes of paper and etc., please copy these and submit only the copies!
- Submit your batch cover sheet and back up to the Business Office.
What happens if my batch cover sheet does not print?
The reason some batch cover sheets do not print is because of preset "Pop up Blockers." Vendorlink uses a pop up window to bring up adobe acrobat and this allows you to view and print your batch cover sheet.
If your batch cover sheet does not print, then first check the Home
section in Vendorlink under Imaging Batch. If nothing is listed
there, then follow the following steps to retrieve your batch cover sheet.
1) Under the Main Menu pick the SEARCH function
2) Drill down under Document Type and select Imaging Batch
3) Clear out the date field
4) *OPTIONAL*: Put in the document number of your Batch cover sheet or put in the Vendor Name in the Vendor Name Field.
5) Click on Search
This should bring up under "Results" the IMG (or Imaging Batch sheet)
you are looking for. Click on the IMG number. Adobe acrobat will
pop up and you will be able to view and print your batch cover sheet.
The deadline for check requests is4pm on Wednesday. The batch cover sheet & related back up must be in the Business Office and all approvals must be made by this time.
If you have any questions, please contact Debbie Price, Candace Kim, Jim Reid or Paul Larson in the Business Office.