Vendor Contacts
The Vendor Contacts page provides a list ClearToPay™ vendor contacts.
From My Paperless, click .
In the ClearToPay™ navigation bar, click .
From the Jobs page, do one of the following:
Select a job from the list to access its vendors.
Click on (if enabled) to access those vendors.
Click .
Select the vendor whose contacts you want to see.
Click .
A page similar to the following displays:
From the vendor Contacts page, you can perform the following tasks:
To add a new contact to a vendor, click . For more information, see Create Vendor Contacts.
To import contacts from a bridged accounting system or the Address Book, click . For more information, see Import Vendor Contacts.
To delete one or more contacts from the list, select their check box and click .
Deleting a contact from the vendor contact list does not remove them from the company job list (if they are associated with one) or the Address Book.
Click to print the Contacts grid.
Click to export the grid information to Excel, CSV or PDF.
Click the Edit icon for a particular contact to edit their name, vendor email group, email address or phone numbers. Once the updates are complete, click .
Click the Address Book icon to view the contact and their associated jobs in the Address Book.
To give a contact access to the external portal, click . The external portal enables subcontractors and vendors to be self-sufficient in responding to requests to upload project documents and provide signatures.
Note
This option is only available if the Enable External Portal Access check boxes are enabled on the ClearToPay™ Settings > Configurations page and the job's Settings page.
To remove a contact's access to the external portal, click .
Note
This option is only available if the Enable External Portal Access check boxes are enabled on the ClearToPay™ Settings > Configurations page and the job's Settings page.
From the vendor's Contacts page, click .
In the Add Contact Information dialog, review the sections below:
Note
Depending on the company and whether or not it was imported into ClearToPay™ from the bridged accounting system, some of the contact information described below may be prepopulated. If it is not, you can enter the information manually.
In the Contact Information section:
Manually enter the contact's name in the First Name and Last Name fields. These are required fields.
The Display Name field populates systematically, but can be edited if needed.
Enter other information such as salutation, suffix, title, phone numbers and email address. This information is useful for email and notification purposes.
Leave the Active check box selected to make this contact visible in the Address Book (as long as you are filtering by an Active contact status). If this contact should not be active, deselect the check box.
In the Email Groups section, click the dropdown to select an email group from the list. This ensures the new contact received any emails sent to that group.
In the Address section, enter the address information for the contact's place of business.
In the Company Information section:
Note
The Company, Company Phone and Company Fax fields are pre-populated with the contact's vendor company details.
Select the company the contact is representing from the Company dropdown. This is a required field.
Enter the numbers in the Company Phone and Company Fax fields.
If the associated ID record did not prepopulate from the accounting system, you can enter it in the Accounting Contact ID field.
Click .
Complete the following steps to import contacts from a bridged accounting system or the Address Book:
Note
To import contacts from an accounting system, the company vault must already be bridged to that system.
From the vendor's Contacts page, click .
An Import Vendor Contacts dialog similar to the following displays:
In the Connection Source field, you can select or . The grid updates based on which option you select.
Select the check boxes for the contact(s) you want to import into the Contacts page.
Click .