RDA Systems Inc

What This Process Does

• Change a Vendor ID from one ID to another.
• When this process is run, it looks throughout the entire database for the current Vendor ID (FROM) and changes it to the new Vendor ID (TO). All occurrences of the current Vendor ID are marked as deleted and identical records are created for the new Vendor ID. Records where the Vendor ID is a supporting field are simply updated with the new Vendor ID (e.g., purchase order master, deduction descriptions and withholding vouchers in payroll).

Best Practices

• Do Not Create a New Vendor ID - this process is not designed to merge Vendor IDs together; therefore, you should not create a new Vendor ID with the new ID prior to running this process.
• Remove Deleted Records - deleted records must be removed prior to running the Change Vendor ID process. If this is not done and the new vendor name/number that you are changing to was previously used and deleted, all records will be deleted (the vendor ID you are currently using as well as the one you are changing to). Once these records are mistakenly deleted, it isn't possible to undelete them.
• No Duplicates - the Vendor Master must be queried to make sure the Vendor ID that is being created does not already exist.
• Cease Processes in Vendor Payments and Payroll Vendor Withholding - there should be NO processes run by any user in the Vendor Payments and Payroll Vendor Withholding modules while the Change Vendor ID process is being run.

Step One: Removing Deleted Records

As noted in Best Practices/Remove Deleted Records above, it is imperative that this step be run before proceeding. Before running the Change Vendor ID process, deleted records must be removed from the database.

• From the Resource Bar: System Administration → Database/Transaction Processing Menu → Remove Deleted Records
• A Library List displays with a module and associated file list.
• Highlight VENPMT under the Library List.
• Highlight each file listed below where the deleted records will be removed and follow the instructions below the file names.

• Highlight the first File and click on the select button. Repeat until all the necessary files have been selected. (When files contain a lot of records, such as VENVCH, you will not be able to select the next file until the process is complete).

Step Two: RDA Notification

• A HelpDesk ticket should be submitted to RDA confirming that you:
  1. Queried the vendor masters and the identification didn't exist.
  2. You have removed deleted records from the above files.
• Once the Helpdesk ticket with the confirmation is received, an access code (valid for one day only) will be provided to you so that the Change Vendor ID process can be run. When the access code is given to the user, the field description below will show the fields that must be populated for the Vendor ID to be properly changed. The process may take a while depending on the number of records in Vendor Payments, Purchase Orders and Payroll databases. Be sure to run this process once for each Vendor ID which needs to be changed.
• Once the process is completed, access the Vendor Master to confirm that the new Vendor ID has been created. Since this process only changes the Vendor ID, you will need to change the Vendor Name (if needed) directly in the Vendor Master.

Step Three: Change Vendor ID

1. Procurement → Vendor Payments → Maintenance → Change/Set → Change Vendor IDs
2. Range accordingly.
3. Use the table below to help with completion of fields on the range screen.
4. Click Run/Print Report.

Step Four: Remove Deleted Records for a Second Time

• It is recommended that Remove Deleted Records be run again after the Change Vendor ID process has been completed. Repeat Step One.