Vendor Form Dynamic Fields for Reporting and Vendor Portal Display

Aclarian allows administrators to add custom fields to the Vendor Form.

With the Dynamic Field Reporting feature, you can now choose whether each custom field:

• appears in reporting
• appears in the Vendor Portal
• appears in both

This makes it easier to collect and report on vendor information such as certification types, registration details, or other organization specific data.

This feature applies to the Vendor Form only.

Task

Add a custom field to the Vendor Form and choose whether it is available for reporting, displayed in the Vendor Portal, or both.

Before you begin

Make sure you know:

• which field you want to create
• what field type you need
• whether vendors should see the field in the Vendor Portal
• whether the field should appear in reports

How it works

When you create or edit a Vendor Form custom field, you can control two separate settings:

Available for Reporting

If selected, the field and its data can appear in:

• Vendor List
• Vendor Report
• Payment Listing Report

Displayed in Vendor Portal

If selected, the field appears on the Vendor Registration page in the Vendor Portal.

These settings are independent.

You can enable one option, both options, or neither option depending on your needs.

Add a Vendor Form custom field

1. Go to Dynamic Forms > Data Management > Additional Field Configuration.
2. Select Module: Purchasing.
3. Select Add New Additional Field.
4. Select Vendor Form.
5. Select Add New Additional Field.
6. Choose the field type.
7. Enter the field details.
8. Select Available for Reporting, Displayed in Vendor Portal, or both.
9. Select Add Field.
10. Repeat these steps for any additional fields.
11. Select Submit Configurations.

Verify the field(s)

After saving the configuration, review the field in these areas.

Vendor Management

Go to: Purchasing > Data Management > Vendor Management

• Use this page to confirm the field appears as expected.

Vendor Report

Go to: Purchasing > Reports > Vendor Report

• Use this report to confirm reportable fields appear correctly.

Payment Listing Report

Go to: Payments > Reports > Payment Listing Report

• Use this report to confirm reportable fields appear correctly.

Field behavior notes

Keep these field behaviors in mind when configuring dynamic fields.

• Text and fill in fields - These fields are sortable and filterable by text value.

• Dropdown fields - These fields display the configured options as report filters.

• Information Only fields - These fields are not reportable. They are static display text only.

Best practices

• use clear field names
• choose the correct field type
• only display fields in the Vendor Portal when vendors need to complete them
• enable reporting only for fields you plan to use in reports
• test new fields after saving the configuration

Example use case

You may want to track vendor certification details such as:

• minority owned business
• women owned business
• other certified business types

You can create these as Vendor Form custom fields and choose whether they should appear in reports, the Vendor Portal, or both.

FAQ

Why do I not see a custom field in the Vendor Portal?

• Make sure Displayed in Vendor Portal is selected for that field.

Why do I not see a custom field in reports?

• Make sure Available for Reporting is selected for that field.

Can I use one setting without the other?

• Yes. The reporting and Vendor Portal settings are separate.

Does this feature apply to all forms?

No. This feature applies to the Vendor Form only at this time.