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Vendor Management allows the administrator to create and manage a list of Vendors/Dealers with whom the financial institution does business. This list may include dealers associated with indirect application sources such as CUDL, Dealer Track or RouteOne, and vendors/dealers who submit applications directly to the financial institution via fax or at a branch.

The vendors within this list are used for reporting and the calculating vendor fees, such as dealer reserve.

From the Vendor Management page, users can create a new vendor as well as manage the attributes of existing vendors. If an institution contains an existing list of vendors, users are able to utilize the Vendor Search functionality from this page.

The Vendor Management topic contains the following information:

• Vendor Management Attributes
  • General
  • Channels
  • Funding
  • Contacts
  • Quality Score
  • Comments
  • Documents
  • Statistics
  • Vendor Portal
• Vendor Management Actions
  • Creating Vendors
    • Contact Actions
    • Comment Actions
    • Document Actions
  • Copying Vendors
  • Editing Vendors
  • Search
• Importing Vendors and Contacts
  • Excel Document
  • Import Process

Vendor Management Attributes

Within the Vendor Editor window, administrators are able to define vendor attributes within the following tabs:

• General
• Channels
• Funding
• Contacts
• Quality Score
• Comments
• Documents
• Statistics
• Vendor Portal

General

General attributes consist of the demographic and inspection review details for each vendor.

While managing vendors, define the following General attributes:

Field	Description
General Properties
Name	Enter the name or DBA of the vendor. This is a required field/attribute.
Legal Name	Enter the legal name of the vendor. The name provided should not be a DBA.
Core Vendor #	Enter the identification number used to identify the vendor's record on the core.    This is a required field/attribute. Prior to creating a vendor in the Lifecycle Management Suite, a vendor record must first be created on the core. The ID number associated with the vendor record must match the vendor's Lifecycle Management Suite record.
Active	Select the active check box to enable the vendor for use in the Lifecycle Management Suite. Inactive vendors cannot be selected when creating new applications.
Address 1	Enter the vendor's street address.
Address 2	Enter the vendor's street address.
City	Enter the city where the vendor is located.
State	Enter the state where the vendor is located.
Zip Code	Enter the zip code associated with the vendor's city and state.
Phone Number	Enter the vendor's phone number.
Extension	If applicable, enter the extension associated with the vendor's phone number.
Fax Number	Enter the vendor's fax number.
Email Address	Enter the email address of the vendor representative(s) that correspondences and reports should be sent to. If more than one email address is entered, use a semi-colon ( ; ) to separate email addresses.
URL	Enter the URL of the vendor's website.
Termination Date	Enter the date when the vendor ended its relationship with the institution or click  to select the termination date from a calendar.
Representative	Using the drop-down list, select the name of the individual at the financial institution who acts as the vendor's relationship manager. The values that populate in this drop-down are displayed alphabetically by last name and populate from the users listed in the database.
Market	Using the drop-down list, select the name of the market/region where the vendor operates. The values that populate in this drop-down are defined within the VENDOR_MARKET lookup within Field Configurations.
Inspection Review
Identity Number	Enter the vendor's identity number.
Inception Date	Enter the date when the vendor began its relationship with the institution or click  to select the inception date from a calendar.
Last Review Date	Enter the date of the vendor's last regulatory review or click  to select the last review date from a calendar.
Next Review Date	Enter the date of the vendor's next regulatory review or click  to select the next review date from a calendar.
Last Update Date	Enter the date that attributes for the vendor were last updated or click  to select a date from a calendar. This field can be used internally to track modifications made to each vendor and is not automatically updated in the Vendor Editor window.
Principal Credit Report Date	Enter the date of the vendor's last Principal Credit Report or click  to select the date from a calendar.
Annual Review Date	Enter the date of the vendor's annual regulatory review or click  to select the annual review date from a calendar.
Termination Date	Enter the date when the vendor ended its relationship with the institution or click  to select the termination date from a calendar.
Last App Date	Displays the most recent date that a direct or indirect application was created for the vendor within the Lifecycle Management Suite.
Last Booked Date	Displays the most recent date that an application was disbursed for the vendor.
Approve Credit Limit	If the vendor is restricted to a certain credit limit, enter the monetary amount of credit that an application for the vendor cannot exceed. The value entered in this field is used for informational purposes only.
Business Credit Report Date	Enter the date of the vendor's last Business Credit Report or click  to select the date from a calendar.

The Vendor Types multi-grid contains the following tables to allow administrators to assign type attributes to a vendor:

Attributes	Description
Available Vendor Types	Contains a list of all vendor types that have not been assigned. Upon assigning a vendor type, the vendor type is removed from the available list. The values that populate in this drop-down are defined within the VENDOR_TYPE lookup within Field Configurations.
Assigned Vendor Types	Contains a list of all vendor types that have been assigned to the vendor. Once the vendor is saved, the vendor types in this table become the vendor type attribute(s).

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Channels

The Channels tab allows an administrator to set the channel specific information for each vendor. 

While managing vendors, define the following channel attributes:

Field Name	Details
Channel	Read-only field that populates from the Lending.Channel table in the database. The Channel column is not editable.
Vendor Channel #	The specific vendor ID number that may be associated for that specific channel. For Indirect Dealers this would be their ID Number in CUDL, Dealertrack, or RouteOne. Leave blank for Direct vendors.
Status	The current status of the dealer for that channel. Select an appropriate status from the drop-down list by double-clicking in the field: Active Inactive Watch-List – this option is generally used if you have had issues with the vendor/dealer and want to look more closely at their applications. Blacklist - typically used if you have had issues with the vendor/dealer and no longer do business with them.
License Number	Provides the ability to track license or agreement number.
License Effective Date	The date in which the vendors license became effective.
License Expiration Date	The date in which the vendors license will expire.
Fee Type	Select an appropriate fee type from the drop-down list by double-clicking in the field: Flat Fee - dealer is paid a set dollar amount per loan. Percentage of Loan Amount - dealer is paid a percentage of each loan.
Flat Fee	Field becomes enabled if Flat Fee is selected as the fee type. Enter the dollar amount to be paid per loan to the dealer.
Fee Percentage	Field becomes enabled if Percentage of Loan Amount is selected as the fee type. Enter the percentage to be paid per loan to the dealer.
Minimum Fee Amount	Enter the minimum fee that would be paid to the vendor.
Maximum Fee Amount	Enter the maximum fee that would be paid to the vendor.

Update each row/column with the vendor's appropriate channel data.

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Funding

The Funding tab allows institutions to define specific funding information for each vendor. This tab includes two sections that provide administrators with the ability to capture the financial institution and account information used to compensate a vendor for the collateral on an approved application (Collateral Reimbursement) and enter the payment information used to submit reserve commission to the vendor (Reserve Reimbursement).

When funding occurs during the application process, the information configured in this tab is used to send collateral and reserve reimbursement payments to the applicable vendor according to the payment type selected.

The following attributes are defined within each section of the Funding tab:

Field Name	Details
FI Name	Enter the name of the financial institution to which the vendor payment is being issued.
FI Address 1	Enter the street address for the financial institution.
FI Address 2	Enter the second line of the street address for the financial institution.
Phone Number	Enter the phone number for the financial institution.
City	Enter the city for the financial institution.
State	Select the state for the financial institution.
Zip Code	Enter the zip code for the financial institution.
Payment Type	Select the type of payment to be issued to the vendor. This drop-down includes the following values: While any of the below payment types can be set for informational purposes within this field, ACH Transaction is the only payment type able to be automatically submitted to a vendor for payment from the Lifecycle Management Suite. ACH Transaction - Payment information is placed in a NACHA formatted file and exported to the vendor via the NACHA connector. Please see the NACHA - Origination Connector Guide for more information on this functionality. Bill Payer - Payment is to be submitted to the vendor via a bill payment service. Check - Payment is to be submitted to the vendor via a check. GL Transfer - Payment is to be submitted to the vendor from a General Ledger at the financial institution. Wire Transfer - Payment is to be submitted to the vendor via a wire transfer.
Routing Number	Enter the routing number for the financial institution.
General Ledger (Reserve)	If payment is being sent to a vendor from a General Ledger, select the General Ledger from which the payment is to be made. This drop-down populates with a list of the general vouchers identified within the Lending.GLVoucher database table.
Account Number	If payment is being issued to a specific account, enter the account number where the vendor payment is to be sent.
Account Type (Reserve)	Select Checking or Savings to identify the type of account receiving the payment.

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Contacts

The Contacts tab enables institutions to retain a list of important contacts and contact information associated with the vendor. This list of contacts provides institutions a point of reference for key contacts at dealerships.

Within the Contacts tab, the following contact attributes are displayed for each contact:

Field Name	Details
Name	Displays the name of the contact at the vendor.
Job Title	Displays the contact's job title.
Business Phone	Displays the contact's phone number.
Email Address	Displays the contact's email address.
Fax Number	Displays the contact's fax number.

Contact Attributes

All contacts share common attributes that are defined while creating, copying, or editing a contact. 

 

Attribute	Description
General	The general contact information includes seven fields: Field Description Title Provide a title for the contact. First Name Provide the first name of the contact. This is a required field. Last Name Provide the last name of the contact. This is a required field. Suffix Provide a suffix in the name of the contact. Vendor Select a vendor from the drop-down to associate with the contact. This is a required field. Job Title Provide a job title for the contact. Email Provide an email address for the contact.
Phone	Provide any or all of the contact's Business, Home, Fax, Mobile, and Other numbers.
Comments	Provide comments for the contact.
Business Address	Provide a business address for the contact. Users are able to select the Same as Vendor check box to recycle the vendor's address as the contact's address.
Home Address	Provide a home address for the contact.
Other Address	Provide any other address for the contact.
Vendor Portal Authentication	The Vendor Portal Authentication section provides the ability to define the following attributes to be used in conjunction with the Lifecycle Management Suite's Virtual Capture module: Field Description Active Select this check box to activate the Virtual Capture Vendor Portal for the contact. Username Provide a username for the contact. The contact is required to enter this username while logging in to the Virtual Capture Vendor Portal. Password Provide a password for the contact. The contact is required to enter this password while logging in to the Virtual Capture Vendor Portal. Confirm Password Re-enter the contact's password. Force Password Change On Next Login Select this check box to require the contact to change their password upon their next login to the Virtual Capture Vendor Portal. This check box is automatically cleared after the contact changes their password within the Virtual Capture Vendor Portal.

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Quality Score

The Quality Score tab enables institutions to grade vendors according to the quality of the deals they transmit. The quality scores may be used to set review indicators to aid in decisioning.

Within the Quality Score tab, the following contact attributes are displayed for each of the vendor's quality scores:

Field Name	Details
Score	Displays the Lookup Description of each score listed within the VENDOR_SCORE_TYPE field lookup.
Value	Displays the calculated score of each score.
Modified By	Displays the name of the user who modified the score. For system calculated scores, "Lending System" displays.
Modified Date	Displays the date when the record was calculated/updated.

The scores within the Quality Score tab populate according to the values within the VENDOR_SCORE_TYPE lookup in Field Configurations (System management > Origination > Field Configurations):

The following system-defined scores populate within this lookup and cannot be deleted:

Field Name	Details
Average Credit Score	This Quality Score provides the average Credit Score for all submitted applications for a vendor. Formula: (Sum AverageValue of configured Credit Score Model across all applications for vendor)/ (Count of Total Applications for vendor)
Funded Credit Score	This Quality Score provides the average Credit Score for all funded applications for a vendor.  Formula: (Sum AverageValue of configured Credit Score Model across all disbursed applications for vendor)/ (Count of Total Applications Disbursed for vendor)
Funded Ratio	This Quality Score provides a percentage based on the number of approved applications versus the number of funded applications.  Formula: (Count of Funded (Disbursed) Applications for Vendor)/ (Count of Total Applications for vendor)

The Lifecycle Management Suite uses the Akcelerant.Lending.Exe.VendorScoreCalculation process to calculate the quality scores of each vendor. By default this process occurs nightly at 8 PM.

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Comments

The Comments tab enables institutions to track any comment associated with the Vendor record. Leveraging rules can provide the most recent comment as an informational message to Lifecycle Management Suite users.

 Within the Comments tab, the following comment attributes are displayed for the vendor:

Column Name	Description
Date Created	Displays the date the comment was added to the vendor record.
Comment	Displays the comment.
Created By	Displays the name of the user who added the vendor comment.

 Clicking  or  opens the comment dialogue box.

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Documents

The Documents tab enables institutions to view and maintain a list of documents related to the vendor, such as annual regulatory reports/audits.

Within the Documents tab, the following attributes are displayed for each vendor document:

Column Name	Description
File Name	Displays the name of the vendor document.
Description	Displays the document's description.
Date Created	Displays the date the document was added to the vendor record.
Created By	Displays the name of the user who added the document to the vendor record.

Clicking  opens the Document Upload window to provide the ability to browse to a desired file and upload it to the vendor record.

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Statistics

The Statistics tab provides institutions with quick and easy access to the Vendor Statistics report, which displays a statistical view of the number of applications submitted from a vendor according to risk tier to assist in determining the quality of loans produced by the vendor. This report displays a line chart that illustrates the total number of applications disbursed for the vendor based on the risk tier(s) associated with the applications. Upon opening the Statistics tab, the report populates with data for the selected vendor.

Within the top of the tab, the following attributes are available to allow administrators to determine the data that is displayed for the Vendor Statistics report:

Attribute	Description
From Date	Enter the desired start date for the report or click  to select a date from a calendar. This field defaults to a date that is six months prior to the current date.
To Date	Enter the desired end date for the report or click  to select a date from a calendar. This field defaults to the current date.
Vendor(s)	Select the vendor on which the report is to be run. This drop-down defaults to the vendor in context, but includes a list of all vendors configured in Vendor Management to allow the value to be modified.

Reference the table below for an overview of the data that populates when the report is generated:

Section of Report	Description
Number of Applications (Vertical Axis)	Displays the number of applications in a range from 0 to the highest number of applications submitted by the vendor. This range defaults to display in increments of five; however, when the number of applications for the vendor is less than five, this range is displayed in increments of one.
Months (Horizontal Axis)	Displays the months included within the date range specified for the report. The dates that display are the first of each month that is within the date range defined in the From Date and To Date parameters.
Chart	Displays one or more color-coded lines which correspond to the risk tier(s) associated with the application(s) submitted by the vendor.
Risk Tier Legend	Displays as a list along the bottom of the report to identify the color assigned to each risk tier configured in the Tiers tab in System Management > Origination > Loan > Risk Models.

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Vendor Portal

The Vendor Portal tab enables institutions to control a vendor's access to the Lifecycle Management Suite's Virtual Capture module. Vendors access Virtual Capture through the Vendor Portal, which is a separate entry point than what is used by individual applicants.

Select the Vendor Portal Access check box to grant the vendor access to the Virtual Capture Vendor Portal. 

Beneath the Vendor Portal Properties, a multi-grid containing the following tables allows administrators to assign the application types to which the vendor has access in Virtual Capture.

Attribute	Description
Available Application Types	Contains a list of loan application types that have not been assigned. Upon assigning an application type, the application type is removed from the available list. This grid displays a list of the active loan application types configured in System Management > Origination > Loan > Loan Application Types that are activated for the vendor in the Product Selection tab of Virtual Capture Settings (System Management > Origination > Virtual Capture > Virtual Capture Settings).
Assigned Application Types	Contains a list of all loan application types that have been assigned to the vendor. Once the vendor is saved, the application types in this list are available for selection by the vendor when creating new applications within Virtual Capture.

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Vendor Management Actions

From the Vendor Management screen, administrators are able to perform the following actions:

• Create a Vendor
  • Contact Actions
    • Create Contacts
    • Copy Contacts
    • Edit Contacts
    • Delete Contacts
  • Comment Actions
    • Create Comments
    • Edit Comments
    • Delete Comments
  • Document Actions
    • Create Documents
    • View Documents
    • Delete Documents
• Copy a Vendor
• Edit a Vendor
• Search

Creating a Vendor

To create a vendor from the Vendor Management page:

• Click  to open the New Vendor window.
• Within the General tab, enter a value within the Name and Core Vendor # fields, select the Active check box, and assign the applicable vendor type(s) from the Available Vendor Types list. Complete any additional fields within the General Properties or Inspection Review sections of the tab that are applicable to the vendor.
• When all General attributes are complete, select the Channels tab to set the channel specific information for the vendor.
• Upon completion of all channel attributes, select the Funding tab and define the Collateral and Reserve Reimbursement information for the vendor.
• If desired, select the Statistics tab to run a Vendor Statistics report on the vendor.
• If the vendor is to have access to the Lifecycle Management Suite's Virtual Capture module, navigate to the Vendor Portal tab to grant the vendor access to the Virtual Capture Vendor Portal.
• Upon completion of the above vendor attributes, click  to create the vendor in the Lifecycle Management Suite.
• Upon clicking , the Contacts, Quality Score, Comments and Documents tabs are enabled.
• To define Contact attributes, navigate to the Contacts tab and perform one of the following actions:

  Create Contacts

  To create a new contact:

  • Click .
  • The New Contact screen appears. Enter the corresponding contact information within each field.

    Please see the Contacts section in this topic for an overview of the fields in the New Contact screen.

  • Click  to retain the details and return to the Contacts tab. The contact now appears in the Contacts list and can be associated to an account/person from their Contacts screen.

  Copy Contacts

  To copy a contact:

  • Select the desired contact within the Contacts grid and click .
  • Update the values of the First Name and Last Name and make any additional updates required for the contact.
  • Once all desired changes have been made, click  to finalize the creation of the new contact.

  Edit Contacts

  To edit a contact:

  • Double-click the desired contact within the Contacts grid or select the contact and click .
  • Make the necessary modifications and click  to retain the updated contact.

  Delete Contacts

  To delete a contact:

  • Highlight the desired contact within the Contacts grid and click .
  • A message appears to confirm that the contact should be deleted. Click Yes to delete the contact or No to retain the contact and return to the Contacts tab.
  • Once Yes is clicked, a success message appears to confirm that the contact was deleted. Click OK to return to the Contacts tab.

• Once all Contact attributes have been defined, select the Quality Score tab to review the quality scores for the vendor.
• After all quality scores have been reviewed, navigate to the Comments tab to view any comments for the vendor and/or perform one of the following actions:

  Create Comments

  To create a comment:

  • Click .
  • Enter the desired comment within the Add Comment dialogue box.
  • Click  to add the comment to the Comments tab. A success message appears to confirm that the comment was added. Click OK to close the message and return to the Comments tab.

  Edit Comments

  To edit an existing comment:

  • Double-click the desired comment within the Comments grid or select the comment and click .
  • Make the necessary modifications within the Edit Comment box and click  to retain the updated comment.

  Delete Comments

  To delete a comment:

  • Select the desired comment within the Comments grid and click .
  • A message appears to confirm that the comment should be deleted. Click Yes to delete the comment or No to retain the comment and return to the Comments tab.
  • Once Yes is clicked, a success message appears to confirm that the comment was deleted. Click OK to return to the Comments tab.

• When all comments have been added, select the Documents tab to view a list of the documents associated with the vendor and/or perform one of the following actions:

  Create Documents

  To upload a new document:

  • Click  to open the Document Upload window.
  • Within the Document Upload window, click Browse and locate the desired file.
  • Once the desired file is selected in the File Explorer, click Open to add the document to the Document Upload window.
  • Once the document is added, enter a description for the document.
  • Click  to attach the document to the vendor.
  • A success message appears to confirm that the document was added. Click OK to close the message and return to the Documents tab.

  View Documents

  To view a document:

  • Select the desired document within the Documents grid and click .
  • Click Open when prompted to open a copy of the document.
  • The document opens in the program that corresponds with the file format.

  Delete Documents

  To delete a document:

  • Select the desired document within the Documents grid and click .
  • A message appears to confirm that the document should be deleted. Click Yes to delete the document or No to retain the document and return to the Documents tab.
  • Once Yes is clicked, a success message appears to confirm that the document was deleted. Click OK to return to the Documents tab.

• When all attributes are complete, click  to retain the vendor settings and return to the Vendor Management page. The new vendor appears within the Vendor Management grid.

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Copying a Vendor

To copy a vendor:

• Select the desired vendor within the Vendor Management grid and click .
• In the Copy Vendor window, update the Name to a unique value and make any additional updates required for the new vendor.
• Once all desired changes have been made, click  to finalize the creation of the new vendor.

Editing a Vendor

To modify an existing vendor:

• Double-click the desired vendor within the Vendor Management grid or select the vendor and click .
• Make the necessary modifications and click  to retain the updated vendor.

Search

Search allows the administrator to search the entire Vendor List by vendor name (full name or partial name).

To complete a vendor search:

• Click  within the top of the Vendor Management page.
• Within the Search Vendors window, enter the name of the vendor and click .
• The results matching the search appear within the Vendor Management grid.

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Importing Vendors and Contacts

In addition to manually adding vendors and their associated contacts within the Lifecycle Management Suite, institutions are able to perform a one-time import to add vendors and contacts. To perform a one-time vendor import, institutions must create an Excel spreadsheet containing the following information, in the specified format.

Excel Document

The Excel spreadsheet should consist of two sheets:

Sheet Name	Description
Sheet1	Contains information about the vendor. The following columns must be included in Sheet1: VendorName LegalName CoreVendorNumber Channel Type ChannelNumber Address1 Address2 City State ZipCode PhoneNumber Extension FaxNumber EmailAddress URL IdentityNumber AnnualReviewDate InceptionDate TerminationDate Representative Market Status LicenseNumber LicenseEffectiveDate LicenseExpirationDate FlatFeeAmount FeePercentage MinFeeAmount MaxFeeAmount When completing Sheet1, refer to the field descriptions in the General section for assistance. The Channel field should reflect the name of the connector (CUDL, Dealertrack or RouteOne) used to submit applications for the vendor. For direct vendors, enter "Direct." The Channel Number field should reflect the vendor's ID number in CUDL, Dealertrack or RouteOne. Leave blank for direct vendors. Make sure the spreadsheet does not include any special characters, such as: /, *, &, % or $.
Sheet2	Contains information about each contact associated with each vendor. The following columns must be included in Sheet2: VendorName FirstName LastName PhoneNumber Extension EmailAddress When completing Sheet2, refer to the field descriptions in the Contacts sections for assistance. The VendorName column should match the VendorName on Sheet1.

Import Process

Once the spreadsheet is created, save it locally on the app server. While on the server, navigate to the Exe folder located within the app server (or dedicated app/web server) C:\Program Files (x86)\Akcelerant\Framework\Exe.

Within the Exe folder, locate and select the VendorImport application. Within the Import Vendors pop-up, Browse to the location of the vendors spreadsheet and click Import.

Once the import successfully executes, click OK in the notification message.

All vendors included in the spreadsheet, populate within the Vendor Management list in the Lifecycle Management Suite. All vendor contacts included in the spreadsheet, populate within each associated vendor.

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