Restrict a vendor to an entity or a department

In shared multi-entity companies, you can restrict vendors to desired entities and locations to prevent the vendor from being inadvertently used in the wrong entity. You can also restrict an vendor to a department or department group.

You can restrict a vendor on either the Vendor visibility page or on the Vendor record.

In addition to updating vendor restrictions individually, you can use the import and export features on the Vendor Visibility page to easily:

• Export your vendor restrictions list in one of several standard formats (CSV, Excel, Word, PDF) so that you can print or use the information in another application.
• Quickly update your vendor restrictions list by exporting selected data, making changes, and then importing your changes.

To view the vendor visibility list, go to Accounts Payable > Setup > Vendors > Visibility.

Guidelines for updating vendor restrictions

The most important thing to remember when updating vendor restriction records through CSV import is that changes you make in the spreadsheet will affect your vendor restriction records.

• If you update spreadsheet data for a vendor restriction, the information you specify will overwrite the data in the existing vendor restriction record.
• If you remove data from the spreadsheet, the corresponding information will be removed from the vendor restriction record.

Recommended precautions:

• Make a backup of your vendor restriction information before you make changes. Save a copy of the CSV for Import spreadsheet so that you have a record of the Vendor Visibility list before you update it.
• Before making large-scale changes, test the update process. Try changing a few test vendor restrictions and then update just those vendor records.
• When you export the CSV for Import file, be sure to include the Vendor ID column. This identifies the vendor record that you are updating.
• Column order isn't important; for example, the Vendor ID doesn't need to be first. The header row identifies the contents of each column.
• When you're updating the CSV for Import file, keep in mind that different types of fields require different information.
  • For checkbox options, enter TRUE to select the option and enter FALSE to deselect the option.

Required fields for new vendor restrictions

When you're adding new vendors, you must include at least the following columns:

• Vendor ID: The identifier field for all other values.
• Visibility: The type of restriction: Unrestricted, RootOnly, or Restricted
• Required custom fields: If you've created any custom fields that are required, you must also include these columns.

Edit vendor restrictions individually

If you need to update or add restrictions for one or two vendors, the fastest way is to edit the vendor record from the Vendor visibility page.

1. Go to Accounts Payable > Setup > Vendors > Visibility.
2. Find the vendor that you want to update.
3. Select More actions > Edit at the end of the row.

   This opens the vendor record on the Restrictions tab.

4. In the Visibility section, select one of the following to specify who can view and post transactions to this :
   • Unrestricted vendor: The top level and all entities within the multi-entity structure
   • Restricted to top level only: Only the top level of the multi-entity structure
   • Restricted vendor: Only the chosen locations, location groups, departments or department groups within the multi-entity structure
5. If you selected Restricted vendor, select the restrictions as follows:
   1. Select inside the first empty row under either Restricted locations or Restricted departments, as applies to the restriction you want to set.
   2. Select a location or department from the dropdown list.
   3. To add another restriction, select inside the next empty row and select a restriction from the dropdown list.
      If you select an entity as the location, you need to select the locations associated with that entity, also.
6. Select Save or Submit.

1. Go to Accounts Payable > Setup > Vendors > Visibility.
2. Select Edit next to the vendor you want to update.

   This opens the vendor record on the Restrictions tab.

3. In the Visibility section, select one of the following to specify who can view and post transactions to this :
   • Unrestricted vendor: The top level and all entities within the multi-entity structure
   • Restricted to top level only: Only the top level of the multi-entity structure
   • Restricted vendor: Only the chosen locations, location groups, departments or department groups within the multi-entity structure
4. If you selected Restricted vendor, select the restrictions as follows:
   1. Select inside the first empty row under either Restricted locations or Restricted departments, as applies to the restriction you want to set.
   2. Select a location or department from the dropdown list.
   3. To add another restriction, select inside the next empty row and select a restriction from the dropdown list.
      If you select an entity as the location, you need to select the locations associated with that entity, also.
5. Select Save or Submit.

Export vendor restrictions

You can export anything that you can display in the Vendor visibility list. This allows you to control what gets exported, including the columns of data, display and sort order, and the list of vendor restrictions that's included.

Create a list view that includes the data you want to export

To control what gets exported, you can create a custom view of the Vendor visibility list that includes just the data you want to see.

1. Choose Create new view from the Manage viewsdrop-down menu at the top of the Vendor visibility list.
2. On Step 1 of the Create new view wizard, select the columns of data you want to include.

   You can choose from standard vendor fields (such as name and ID), as well as any custom fields that you've created for your company.

3. Make your changes.

   Using the wizard, you can:

   • Choose the order in which columns appear.
   • Filter the list of vendor restrictions, such as filtering for vendors who are unrestricted, or vendors who can be viewed by top level only.
   • Choose the sort order for columns; for example, sorting vendors by ID or Visibility.
4. On Step 5, Save advanced options, enter a Name for the new view.
5. Select Save.

This returns you to the Vendor visibility list. The new view is now selectable from the drop-down list next to Manage views.

Export the vendor restrictions list

1. If you haven't already done so, select the list view that includes the data you want to export.
   • Select a view that you created previously, or configure columns to add the columns you need.
   • At the top of the Vendor Visibility list, select the drop-down menu next to Manage views and then choose the name of the view that you previously created.
   • If you don't select a view before exporting the Vendor Visibility list, your export file will include the list of vendors and columns that you currently see in the Vendor Visibility list.
2. Export the list by choosing an export format from the Export drop-down menu at the top of the Vendor Visibility list.

   Export format field descriptions

   Export format	Description
   CSV	Comma-separated-values (CSV) file that can be opened by most spreadsheet applications.
   Excel	Microsoft Excel (XLS) file.
   Word	Microsoft Word (DOC) file.
   PDF	Adobe PDF file (PDF).
   CSV for import	Comma-separated values (CSV) file that includes vendors and fields in a format that you can use to update your Vendor visibility list. If the current view of the Vendor visibility list contains any fields that can't be updated through an import process, those fields won't be included in the export file.

Use CSV import to mass update vendor restrictions

You can quickly update restrictions for multiple vendors at once by exporting vendor data in CSV for import format, editing the resulting spreadsheet, and then importing your changes.

Export the Vendors list in "CSV for Import" format

Before starting this process, it's recommended that you create a custom view of your Vendor Visibility list that includes the vendors and columns you want to update. That way, when you export the Vendors list, you'll have a spreadsheet that's tailored to the information you want to change.

1. If you haven't already done so, choose the list view that includes the data you want to export.
   • Select a view that you created previously, or configure columns to add the columns you need.
   • At the top of the Vendor Visibility list, select the drop-down menu next to Manage views and then choose the name of the view that you previously created.
   • If you don't select a view before exporting the Vendor Visibility list, your export file will include the list of vendors and columns that you currently see in the Vendor Visibility list.
   If the current view of the Vendor Visibility list contains any fields that can't be updated through an import process, those fields won't be included in the export file
2. Export the Vendors list in CSV for import format.

   The system exports the data to a predefined .csv import template, which you can then open and update.

Update the CSV template file

1. Open the CSV file in a spreadsheet application.
2. Update the spreadsheet.
   1. You can update overall restrictions for existing vendors as follows:
      • Unrestricted vendor: As well as the top level, all entities within the multi-entity structure can view this vendor and post transactions to it.
      • Restricted to top level only (RootOnly): Only the top level of the multi-entity structure can view this vendor and post transactions to it.
      • Restricted vendor: Only the chosen locations, location groups, departments or department groups within the multi-entity structure can view this vendor and post transaction to it.
   2. You can change which locations or departments within the multi-entity structure can view selected vendors.

      You can add as many columns for locations and departments as needed.

3. When you're finished, save the spreadsheet in .csv format.

Import your changes

1. Select Import at the top right of the Vendors list.
2. Browse to locate the .csv file you want to import.
3. Specify the email address where results should be sent.

   If any records fail to import, you'll be notified by email.

4. Select other options as needed.