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Add Vendor Utility Company Accounts to Projects

Add Vendor Utility Company Accounts to Projects

Owned by Sue Rocha
Last updated: Sept 15, 2021
3 min read

Utility Vendors that supply utilities such as telecom, hydro and electricity typically require separate vendor accounts. (For example: Bell Canada, Rogers Communication, Telus, Enbridge, 407, Reliance, Toronto Hydro, etc). Vendor company accounts are managed by the Trade Payables department and Site Accountants.

 

Follow the steps outlined below to add a vendor company account to your project(s).

This step is required if you want to pay a utility vendor invoice.

Add Vendor Company Accounts to Projects

  1. Navigate to the Companies and Contacts module.

  2. Filter the Companies view by using the Legal Name of the vendor you want to add to your project. Tip: Use the search icon or the inline column filters.
    It is likely the utility vendor has multiple locations. In the example below the telecom vendor, Bell Canada has 29 locations. Click the inline arrow to expand and display all locations.

Note: Utility vendors may have multiple locations. Narrow your search using the filters and by verifying the vendor’s location to ensure accounts are being added to the correct project.

3. Find the location address that matches your invoice. Then, click on that vendor location to open the Company profile document.

Tip: The utility vendor you require may be linked to multiple accounts. Click the Accounts hyperlink to expand and display all the available accounts as depicted in the snapshot below. As best practice we recommend you review the account numbers and ensure the account number you require has been created and has a status of active.

The status of all the accounts will also be displayed. An account may have a status of ‘draft’, ‘under review’ and 'active'.

 

4. Click on Add to Project within the Company profile.

4. Fill out the necessary information:
Company Location*: This is a mandatory field. The Company location address defaults. Select from the drop-down list.
Project*: This is a mandatory predefined field. Select from the drop-down list. Only the projects you have access to will be displayed.
Project Relation*: This is a mandatory field. Select an option from the drop-down list. (Vendor, Owner, Utility Vendor).
Utility Vendor: A company that supplies something such as electricity, gas, water.
Requested Terms of Engagement*: This is a mandatory predefined field. Select from the drop-down list. (Accounts)
Add another Project: You may continue adding the company accounts to multiple projects.

5. Check the checkbox to select the vendor company account to add to a project.
6. Click Submit to add the company to a project.

Note: A company account must have a status of active in order to add to a project, cannot be in draft or review status.

Once complete, a confirmation message is displayed, confirming the new vendor company was successfully added to the project.

7. Click OK.

This completes the process of adding a new Vendor Company account to a project and you will be re-directed to the Company profile.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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