Submit Vendor Payment Entries (Requests) & New Vendor Requests

Description: In this topic, the Employer will learn how to submit vendor payments and new vendor requests. 

Role Required: Employer

Vendor Payment Training for Employers PDF

Web Portal Vendor Entry & New Vendor Request Quick Reference

Mobile App Vendor Entry & New Vendor Request Quick Reference

Vendor Entry – Web Portal

1. Log in to the DCI Web Portal
2. Click Employer on the main menu
3. Select Vendors on the submenu
4. Type and select the Vendor Name in the filter
5. Click the blue Search button
6. Click anywhere in the vendor row to open the details page
7. On the Vendor Details page, click Actions.
8. Select New Vendor Payment Entry from the drop-down menu
9. Complete the Add New Vendor Payment Entry form wizard
   • Entry Type: Auto-populates
   • Account Type: Select Hourly
   • Client: Type and select the client
   • Service Code: Select service code from the drop-down
     1. If the appropriate code is not available in the drop-down menu, please contact your local office or support coordinator.
   • Dollar Amount: Enter the total amount for the invoice for all dates of service
   • Invoice Number: Enter the invoice number along with the client’s name
   • Vendor Payment Reference fields 1-5: Optionally add any additional information regarding the vendor payment
   • Date(s) of Service: This may be one date or multiple dates. Enter the date and the amount for that date then click the blue plus sign (+) to add more as needed.
     1. Please note: The sum of the dates of service must match the dollar amount entered in the Dollar Amount field
   • Notes (optional)
   • Invoice Attachment: Click the Choose Files button. Attachment must be in PDF, JPG, or PNG format.
10. Click the blue Save button when all fields are complete
11. Click the blue Yes button to confirm

Vendor Entry – Mobile App

1. Log in to the DCI Mobile EVV App
2. Click the Menu in the top left corner of the screen
3. Select Vendors on the submenu
4. Click ACTION in the top right corner
5. Select New Vendor Payment Entry
6. Complete the New Vendor Payment Entry screen
   • Click the Account Type drop-down to select Hourly
   • Click Vendor Name to type and select the vendor
     1. Can’t find the vendor? View the New Vendor Request section in this training document.
   • Click Client Name to type and select the client (Please note: The vendor name will display at this time.)
   • Click the Select Code drop-down to select the service code
     1. If the appropriate code is not available in the drop-down menu, please contact your local office or support coordinator.
   • Enter the Total Amount for the invoice for all dates of service
   • Enter the Invoice Number along with the client’s name
   • Optionally enter any additional information in Vendor Payment Reference fields 1-5
   • Click the calendar icon to select the Date(s) of Service
     1. Please note: Multiple dates may be selected. Click the date again to unselect it.
   • Click the blue Ok button to confirm the selected date(s)
   • If multiple dates are selected, enter the amount for each date.
     1. Please note: The sum of the individual amounts must match the Total Amount of the payment
   • Optionally add Notes for the payment
   • If options appear in the Statements section, select the Statement(s) (tasks) that were completed during the service.
     1. Please note: At least one statement must be selected if listed
   • Click Add Attachment to access the device camera to take a picture of the invoice
7. Click the blue Save button when all fields are complete 

New Vendor Request – Web Portal

1. Log in to the DCI Web Portal
2. Click Employer on the main menu
3. Select Vendors on the submenu
4. Click Actions
5. Select New Vendor Request from the drop-down menu
6. Complete the Add New Vendor Request form wizard
   • Vendor Name: Enter the name of the new vendor on the invoice along with the DBA Name (Doing Business As)
   • Vendor Address: Enter the address of the new vendor on the invoice
   • Phone: Enter the new vendor’s main company phone number
   • Alternate Phone (optional)
   • W9 Attachment: Click the Choose File button to upload the W9 completed by the vendor. Must be in PDF, JPG, or PNG format.
7. Click the blue Save button when all fields are complete
8. Click the blue Yes button to confirm

New Vendor Request – Mobile App

1. Log in to the DCI Mobile EVV App
2. Click the Menu in the top left corner of the screen
3. Select Vendors on the submenu
4. Click ACTION in the top right corner
5. Select New Vendor Request
6. Complete the New Vendor Request screen
   • Enter the name and DBA (Doing Business As) of the new vendor
   • Enter the vendor’s street address
   • Click the Select State drop-down menu and select the vendor’s state
   • Enter the vendor’s city
   • Enter the vendor’s zip code
   • Enter the vendor’s main company phone number
   • Optionally enter an alternate phone number for the vendor
   • Click Add Attachment to access the device camera to take a picture of the W-9 completed by the vendor
7. Click the blue Save button when all fields are complete