Manage Vendors

Overview

The Enterprise Service Management (ESM) system uses vendors in a wide variety of ways associated with assets and contracts.

In this article:

What materials do I need?

  • Internet connectivity
  • A web browser
  • Privileges within the UA ESM system to the Assets/CIs module

How do I use this technology?

Review Existing Vendors

  1. Open a web browser.
  2. Navigate to the UA ESM website.
  3. Login to UA ESM with your UA Email address and password.
  4. Click the Assets/CIs tab.

    UAA Enterprise Service Management Asset tab highlighted
     
  5. On the left side, click Vendors.

    UAA Enterprise Service Management Assets Vendors button highlighted
     
  6. Search for the desired vendor.
     
    Important
    It is not uncommon for business to operating under various different trade names, commonly referred to as "doing business as" or the acronym 'DBA'. Whenever possible we list the vendor under their actual legal name (e.g. Micro-Star International Co., Ltd) and document their DBA name (e.g. MSi) in the appropriate field.
     
    1. In the Search field enter text representing the desired vendor.

      UAA Enterprise Service Management Assets Vendor search example
       
    2. Select the Both radio box.
    3. Click Search.
  7. Review the vendors retrieved.

    UAA Enterprise Service Management Assets Vendors search results

 

Add Vendor

Important
Before creating a new vendor verify that an existing one does not yet exist. Please note that, large corporations (e.g. Amazon.com, Inc.) may have subsidiaries (e.g. Amazon Web Services) recorded separately.

 

  1. Open a web browser.
  2. Navigate to the UA ESM website.
  3. Login to UA ESM with your UA Email address and password.
  4. Click the Assets/CIs tab.

    UAA Enterprise Service Management Asset tab highlighted
     
  5. On the left side, click Vendors.

    UAA Enterprise Service Management Assets Vendors button highlighted
     
  6. Click + New button.

    UAA Enterprise Service Management Assets Vendors New button highlighted
     
  7. Click Vendor.

    UAA Enterprise Service Management Assets New Vendor button highlighted
     
  8. The New Vendor window will open.

    UAA Enterprise Service Management Assets New Vendor dialog window
     
    1. In the Name field, enter the legal name of the company.

      UAA Enterprise Service Management Assets New Vendor name field
       
    2. In the Organizational Acct/Dept # field, enter University of Alaska account number representing the vendor.
    3. In the Description field, optionally enter a description of the vendor.
    4. Under Classification(s), select one, or more, of the following options. Every vendor must have at least one classification selected.
      • Manufacturer: Choose if the vendor is the original manufacturer of one or more products.
      • Supplier: Choose if the vendor is a supplier of one or more products.
      • Contract Provider: Choose if the vendor offers contractual services (e.g. warranty, software as a service, etc.)

        UAA Enterprise Service Management Assets New Vendor classification field
         
    5. Verify the Active checkbox is selected.
    6. In the Doing Business As field, if the legal name differs from the trade name enter the name the business is commonly referenced as.

      UAA Enterprise Service Management Assets Vendor Doing Business As field
       
    7. In the Tax ID Number field, if available enter the tax identification number of the vendor.

      UAA Enterprise Service Management Assets Vendor Tax ID Number field
       
    8. Scroll down to the Address Information section.

      UAA Enterprise Service Management Assets Vendor Address Information fields
       
      1. In the Address field(s) enter the primary contact address of the vendor. This is usually the corporate headquarter address either regional, or international.
      2. In the City field enter the city the vendor's headquarter is located in.
      3. In the State/Province field enter the appropriate information.
      4. In the Postal Code field enter the appropriate information.
      5. In the Country field enter the appropriate information.
      6. In the Phone field enter the primary contact phone number of the company.
      7. In the Fax field enter the fax number of the company.
      8. In the URL field enter the primary web address of the company.
  9. Click Save.
  10. The browser window will refresh, and display a window similar to the following.

    UAA Enterprise Service Management Assets Vendor created successfully
     
  11. If you need to create another vendor click Create another vendor, if not close the browser window.

Disable Vendor

  1. Locate the desired vendor, see Review Existing Vendors above.
  2. Click the vendor name.

    UAA Enterprise Service Management Assets Vendor with vendor highlighted
     
  3. The vendor detail will appear in a new browser window.

    UAA Enterprise Service Management Assets Vendor details example
     
  4. Click Edit.
  5. Uncheck the Active checkbox.

    UAA Enterprise Service Management Assets Vendor active checkbox highlighted
     
  6. Click Save.
  7. Click To Detail.

    UAA Enterprise Service Management Vendor Edit To Detail button highlighted
     
  8. Close the vendor detail browser window.

    UAA Enterprise Service Management Vendor inactive detail window
     

Need additional help or have issues

For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for the appropriate support group.

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