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OCLC Support

Create a new vendor

Create a vendor

Ideally, another library has already created the vendor you need. Before creating a vendor, do a Search for a vendor to make sure the vendor does not already exist. Only create a vendor if the vendor does not already exist. To create a new vendor:

  1. In the left navigation, click Vendors > New Vendor.
  2. Fill in the relevant fields in the sections that make up the vendor information (General, Links & Logins, Addresses, Contacts, etc.). Follow local practice. Most fields are self explanatory.
  3. When finished, scroll to the upper-right corner of the screen and click Save.
  4. To share the vendor with other libraries, click Publish.
     Note: A vendor must be saved before it can be published.

Complete the vendor fields

 Note: Asterisks (*) indicated required fields.

General

If you have published this vendor (shared it globally), any edits to General information affect all libraries using this vendor. 

Field Description
Country The country of the vendor.
Vendor name* The name of the vendor.
Roles The role the vendor plays for libraries. Click Show Options to select a role.
Language The language spoken by the vendor.
Relationships Use to indicate relationships between different companies, units within a company, or other corporate relationships (distributor, etc.).
Links & Logins

List URLs to vendor services/products, along with User IDs and passwords, if needed. 

Some fields need explanation:

Field Description
Active (check box) (only editable after saving)

Checked: Contact is relevant to library

Unchecked: Use to indicate contact is no longer relevant

Addresses
Field Description
Active (check box)

Checked: Contact is relevant to library

Unchecked: Use to indicate contact is no longer relevant

Address role Use to indicate the kind of address. Click Show Options to select a role.
Contacts
Field Description
Active (check box)

Checked: Contact is relevant to library

Unchecked: Use to indicate contact is no longer relevant

Allocated address An address allocated to a contact.
Short name Name preferred by contact.
Partner Exchange Services (upload files)

For information on uploading files, see Import.

Identifiers

List vendor's tax numbers, main URL, previous or alternate names, as well as other additional identifiers.

Local identifiers

These identifiers are unique to your library.

Local Identifier Description
Match Codes Used when a code is needed to identify (match) vendors in other systems, such as PeopleSoft. Using the same match code for the same vendor in both WMS and other systems facilitates sharing vendor information between systems.
Vendor number* An ID number assigned by your instance of WMS, in the same way order numbers are assigned.
Customer/Account Numbers

Numbers used to indicate how orders are handled (monograph, serials, rush handling, children's materials, etc.)

Acquisitions Settings

Some settings need explanation:

Acquisitions Setting Description
Currency The currency of the vendor.
Default Contact The default contact of the vendor.
Default Delivery Method The default delivery method of the vendor.

 

Notification Setting Description
Action The actions you want to be notified about.
Contact The vendor staff person who provides the notification.
Delivery Method The method the vendor staff person uses to notify you.
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