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Mitratech Success Center

Defining Vendor Settings

You can access vendor settings for each vendor by clicking on the vendor's link under vendor Name on the Vendors page of the CSM Settings area. The Vendors page contains links to all vendor records that are mapped with Collaborati vendors. The settings described in the next sections are optional.

Vendor Billing Codes and Tax Codes

By default, all your external Task Codes, Expense Codes (defined on the Invoice Line Item object definition), Activity Codes (if any used) will be assigned for all vendors based on the current CSM Settings level Billing Codes pages (Task Codes, Expense Codes, Activity Codes). Similarly, Non-US Tax Codes will be applied to all vendors based on the CSM Settings level Non-US Tax Codes page settings. For more information, see Authorizing Billing and Tax Codes Globally. You can also customize the authorized Billing Codes and Non-US Tax Codes lists per vendor.


CSM Vendor - Task Codes Page

To set vendor billing codes and tax codes

  1. (optional) For Task Codes:
    From a vendor account, click Task Codes from the left pane.
    To apply the globally authorized Task Codes for this vendor, click Apply Default. For more information, see Authorizing Task Codes Globally.
    Authorize/unauthorize a code by selecting the corresponding check box.
  2. (optional) For Expense Codes:
    From a vendor account, click Expense Codes from the left pane.
    To apply the globally authorized Expense Codes for this vendor, click Apply Default. For more information, see Authorizing Expense Codes Globally.
    Authorize a code by selecting its box or unauthorize a code by clearing its box.
  3. (optional) For Activity Codes:
    From a vendor account, click Activity Codes from the left pane.
    To apply the globally authorized Activity Codes for this vendor, click Apply Default. For more information see Authorizing Activity Codes Globally.
    Authorize a code by selecting its box or unauthorize a code by clearing its box.
  4. (optional) For Non-US Tax Codes:
    From a vendor account, click Non-US Tax Codes from the left pane.
    To apply the globally authorized Non-US Tax Codes for this vendor, click Apply Default. For more information see Authorizing Non-US Tax Codes Globally.
    Authorize a code by selecting its box or unauthorize a code by clearing its box.
  5. To save changes, click Save, or to cancel changes, click Cancel.

Tip: If you click the Apply Default button from any of the vendor's billing code authorization pages (Task Codes, Expense Codes, Activity Codes) or Non-US Tax Codes page and then want to revert to the previously authorized billing codes list, click Cancel. After you click Apply Default and click Save, you will not be able to revert to the previously authorized billing codes unless you recorded the information and manually set authorizations for the vendor's billing code pages.

Tip: For Non-US Tax Codes, you may find it useful to give access to minimal Non-US Tax Codes from CSM Settings and apply those authorization settings across all vendors. Then for individual vendor accounts, you can edit Non-US Tax Codes authorization (for example, authorizing only the Non-US Tax Codes that are relevant to your vendor countries). For more information, see Authorizing Non-US Tax Codes Globally.

Setting Vendor Rates

From a Vendor record's Rates page, you can set default rates for a vendor's timekeepers in the Vendor Rates section.

Use the Default Rates page of CSM Settings to view or edit the default rates for all vendors. For more information, see Getting Started, Setting Default Rates, and Setting Timekeeper Rates.

Note: If rate sharing is enabled, vendor rates appear under the client profile in Collaborati. You find out if rate sharing is enabled on the Default Rates page of the CSM Settings. The Rate Sharing field will display On or Off. If it displays Off and you wish to activate rate sharing, contact Mitratech Support.


CSM Vendor Account - Rates Page

To set vendor rates

  1. From the vendor record, click the Rates link from the left pane. The Rates page opens, listing the default rates for this vendor that have been set.
    Either a Timekeeper Category drop-down list or Task Code drop-down list will display, depending on the current option selected on the CSM Settings Default Rates page, Apply Timekeeper Rates drop-down list (Task Code or Timekeeper Category).
  2. To set rates for the current vendor's timekeepers:
    1. From the Vendor Rates section click Edit.
    2. For each rate to add, do the following:
      Select the Task Code or Timekeeper Category from the available drop-down list.
      The Task Codes options are Line Item task codes set up in the Line Item object definition in TeamConnect. The Timekeeper Categories options are standard LEDES timekeeper categories (see Setting Default Rates).
    3. Type the authorized rate for tasks or categories with this code in the Rate field.
    4. (optional) In the From and To date fields, you can specify a date range for when these task rates will be valid. If specified, validation would default to this rate only within the specified time period.
    5. Click Add.
      You can leave the From and To date fields empty if the rate should apply indefinitely.
  3. Click a save option. The vendor's new rates are defined.

Note: The CSM Settings Default Rates table is view-only but you can click a link to open the CSM Settings area. You can navigate to the CSM Settings Default Rates page and edit it.

Applying Vendor Requested Rates

Rate requests are requests with proposed hourly rates that vendors submit through Collaborati. After you receive these requests, you can approve them, with or without proposing another rate, or reject them. You can also include comments to the vendor.

Note: Vendors can only send rates if rate collaboration is enabled. You find out if rate collaboration is enabled on the Default Rates page of the CSM Settings. The Rate Collaboration field will display On or Off. If it displays Off and you wish to activate rate collaboration, contact Mitratech Support.

If you approve a Timekeeper Rate or Invoice Task Rate, the rate displays on the Rates page of the timekeeper's contact record. If you approve a Vendor Rate, the rate displays on the Rates page of the vendor record. If the time period of an existing rate of the same type overlaps with the rates in the request, the original rate updates without the conflicting dates.

Note: If rate requests display an approval status when your system receives them, contact the system administrator to activate the rate request approval rule.

To view the rates requests from a vendor

Note: For the most up-to-date rate requests, sync CSM with Collaborati. For more information about synchronization, see Starting or Stopping CSM Synchronization with Collaborati.

  1. From the vendor record, click the Rate Requests link in the left pane.
  2. Click the link for a rate request.
  3. From the Rate page for the request, you can see the fields in the Rate Requests Page table.
  4. Select a save option to save your comments.

Rate Requests Page

Field

Description

Request Name

A descriptive name the vendor gave the request.

Vendor

The vendor who submitted the request.

Requested Date

The date the vendor submitted the request.

Requested By

The name of the user who submitted the request.

Approval Status

One of the following values:

  • Submitted or Pending Approval—The vendor sent the request, but you have not performed any actions on it yet.
  • Rejected—You rejected the request.
  • Approved—You approved the request.
  • Canceled—The vendor canceled the request.
  • Error—An error occurred, which can happen after you approve the request if something in your system conflicts with the request. Update your system to approve the request again.

No. of Timekeepers

The number of timekeepers rates associated with this request.

No. of Tasks

The number of task rates associated with this request.

View

A pull-down field for selecting the type of rates you want to view. See the description of the Type field for explanations of each.

Accepted

A status that displays whether or not individual rates have been accepted as part of the request. The request can still be approved, even if a rate is not accepted.

Timekeeper

The name of the timekeeper, if it applies, associated with the rate.

TK Code

The task code, if it applies, associated with the rate.

Type

The type of rate:

  • Timekeeper rate—A rate for the timekeeper.
  • Invoice task rate—A rate for a specific task code for a timekeeper.
  • Vendor rate—A vendor rate for a task code or type of timekeeper classification.

Currency

The currency type of the rate.

Current

The current hourly rate if one exists for the timekeeper, code, and date range. This field also displays if the rate item is invalid.

Proposed

The proposed rate the vendor submitted.

Approved

The rate amount that you approve. This amount can be the Proposed rate or a new rate that you enter.

Change

The percentage difference between the Current rate and the Approved rate.

Start Date

The start date of the time period for the rate.

End Date

The end date of the time period for the rate.

Vendor Notes

Notes the vendor included for this rate.

Notes

Notes you can enter for this rate.

Vendor Comments

Comments the vendor included for this request.

Comments

Comments you can enter for this request.

To approve a rate request

Note: You can also approve rate requests from the My Approvals page. If you approve rate requests from My Approvals, you must still complete steps 1-7 to accept the rate items.

  1. From the Rate Requests page, click the link for a rate request.
  2. Click the Edit button.
  3. To edit a rate, under the Approved column, enter a new number for the rate.
  4. Under the Accepted column for Rate Items, place a check-mark in the check-box of each rate you want to approve.
    If you decide not to accept a rate, you can still approve the rate request. The request will indicate which rates you do not approve.
  5. (Optional) Under the Notes column, enter reasons you made a change or did not accept a rate.
  6. (Optional) In the Comments field for the request, enter additional notes.
  7. From the save drop-down, select Save & View.
  8. Click the Approve button.
  9. Click the Confirm Approval button on the popup.

To reject a rate request

  1. From the Rate Requests page, click the link for a rate request.
  2. Click the Reject button.
  3. Click the Confirm Rejection button on the popup.

Sharing Documents with a Collaborati Vendor

You can upload documents, such as billing guidelines, to share with a Collaborati Vendor's administrators. There are two ways to share documents with Collaborati Vendors:

  • You can share documents globally (with all Collaborati Vendors)
    or
  • You can share documents with a specific Collaborati Vendor

This page describes sharing documents with a specific Collaborati Vendor. For more information about sharing documents globally (with all Collaborati Vendors), see Sharing Documents.

The following shared document file formats are supported:

  • .DOC
  • .GIF
  • .JPG, .JPEG
  • .PDF
  • .PNG
  • .RTF
  • .TXT and other files that are text format
  • .XLS
  • .XML

Shared documents are transferred to Collaborati at synchronization time. After documents are initially transferred to Collaborati, only new or updated documents are transferred to Collaborati. When you delete a shared document, at the next synchronization with Collaborati, the document will be removed from Collaborati.

Note: You cannot upload executable files (.EXE format) or zip files (.ZIP, .JAR formats). Executable files and zip files will not be transferred to Collaborati.

Note: You can upload, update, or delete shared documents regardless of whether synchronization between CSM and Collaborati is running.

Collaborati Vendor Administrators will receive an email notification at midnight of the day when documents are transferred from CSM Settings to Collaborati. Only Collaborati Vendor Administrators will have access to shared documents in Collaborati.

To share documents with a Collaborati Vendor

  1. From CSM Settings, click the Vendors link from the left pane. From the resulting Vendors list, click the Vendor Name link of the Vendor to share documents with. From the Vendor record, click the Document Sharing link from the left pane. The Collaborati Document Sharing page opens.
  2. Click the Upload icon. Navigate to the file to upload and click Open.
    Although you upload each document separately, multiple documents can be uploaded. The maximum total documents file size is 5MB.
  3. By default, only the documents shared from the Vendor Account Collaborati Document Sharing page will be transferred to the Collaborati Vendor. To add the documents shared from the global Document Sharing page to those files transferred to the Collaborati Vendor select the Also share documents attached to the CSM Settings record with this vendor check box.

To update shared documents for a Collaborati Vendor

  1. From CSM Settings, click the Vendors link from the left pane. From the resulting Vendors list, click the Vendor Name link of the Vendor to share documents with. From the Vendor record, click the Document Sharing link from the left pane. The Collaborati Document Sharing page opens.
  2. Click the Check Out icon.
  3. Click the Check In icon and navigate to the file to upload and click Open.
    When the next synchronization between CSM and Collaborati occurs, the updated file(s) will be transferred to Collaborati and replace the previous file version(s).

To delete shared documents for a Collaborati Vendor

  1. From CSM Settings, click the Vendors link from the left pane. From the resulting Vendors list, click the Vendor Name link of the Vendor to share documents with. From the Vendor record, click the Document Sharing link from the left pane. The Collaborati Document Sharing page opens.
  2. Check the document(s) to delete. Click the Delete icon.
    When the next synchronization between CSM and Collaborati occurs, the deleted file(s) will be removed from Collaborati.

Note: The following operations are not allowed from the Collaborati Document Sharing page: creating subfolders, creating shortcuts, and creating hyperlinks. Subfolders, shortcuts, and hyperlinks will not be transferred to Collaborati.

Managing Vendor Information

Vendor records contain general information about the vendor, such as contact information, company Tax ID, and vendor status.


CSM Vendor - General Page

Modifying a Vendor Contact

Use the Contact field to change the name of the contact associated with this vendor. Use the Appeals Invoicing check-box to enable or disable Appeals Invoices on a per-vendor basis.

To modify a vendor contact

  1. If necessary, click the CSM tab.
  2. In the left pane, click the General link.
    The vendor's General page opens.
  3. Click Edit.
  4. In the Contact field, search for and select a new contact.
  5. Select the Appeals Invoicing check-box to enable Appeals Invoicing for the vendor. Deselect the Appeals Invoicing check-box to disable Appeals Invoicing for the vendor.
  6. Select a save option.

Once your vendors are selected, they must be activated before submitting invoices to your company.

Activating or Deactivating a Vendor Manually

You can activate or deactivate vendors manually. Only active vendors can submit invoices to your company. To activate vendors automatically during the vendor authorization process, see Defining Global Billing Code, Vendor, and Timekeeper Settings.

To activate a vendor

  1. Click the CSM tab.
  2. Click the CSM Settings sub-link.
  3. In the left pane, click the Vendor link.
    The Vendors page opens.
  4. Search for the vendor you wish to activate.
  5. Click on the Vendor record to open it.
  6. In the General page of the vendor record, click the Activate button.
  7. The record status changes to active.
  8. Select a save option

To deactivate a vendor

  1. Click the CSM tab.
  2. Click the CSM Settings sub-link.
  3. In the left pane, click the Vendor link.
    The Vendors page opens.
  4. Search for the vendor you wish to deactivate.
  5. Click on the Vendor record to open it.
  6. In the General page of the vendor record, click the Deactivate button.
  7. Select a save option.
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