Procedure: 7-101

Effective: July 2, 2001

Owner: Director of Procurement Services

Latest Revision: June, 2001

Adding and Registering Vendors

Procedure Steps

Scope | System References | Policy | Responsibility | Distribution | Ownership

Scope

This procedure describes how to add a vendor to the Oracle Supplier List.

System References [Top]

The Oracle Navigation instructions that correspond to this procedure are:

The forms used with this procedure are:

    • Vendor Registration Form
    • Foreign Vendor Registration Form
    • Vendor Change Request Form

These forms are available online and may be found on the Procurement Services web site or through the University Forms Directory.

Note: In Oracle, vendors are sometimes referred to as Suppliers. The Oracle Supplier List is comparable to the vendor file used in the CAPPS system.

Policy [Top]

This procedure corresponds in part to Purchase of Goods and Services from Outside Vendors -- Policy VII.C.1

Responsibility [Top]

Vendor Adds -- The departmental PO Requester and PO Purchaser have the authority to add vendors in Oracle.

Vendor Registration and Change of Information -- Only the AP Vendor File/1099 Coordinator in the Accounts Payable section of Procurement Services has the authority to review the additions made by departments, change information if necessary, and register vendors in the Oracle Supplier List.

Distribution [Top]

 

Ownership [Top]

The Oracle Supplier List is maintained and reviewed by the Accounts Payable division of Procurement Services. Please see the Procurement Services web site for contact information and news about any recent changes in policy or procedure affecting the way the Supplier List is maintained.

Procedure Steps [Top]

Adding and Registering Vendors

Before adding a vendor, departments should carefully check the Supplier List to make sure the vendor is not already in the system. In Oracle, departments can verify whether a particular vendor is already in the Supplier List by entering the vendor's Tax Identification Number (TIN).

Please consult the ISP web site under Oracle Navigation in Vendors -- Finding Vendors for step-by-step instructions for searching the Oracle Supplier List.

If the department has verified that a vendor is not in the system, then the PO Purchaser or PO Requester must add a unique vendor name, Tax Identification Number (TIN) or Social Security number, and site information in Oracle.

Detailed instructions on adding a vendor to the Oracle Supplier List may be found on the ISP web site under Oracle Navigation in Vendors -- Adding Basic Information.

The departmental PO Purchaser or PO Requester should ask the vendor to register online by filling out and submitting the Vendor Registration form or the Foreign Vendor Registration form as appropriate.

These forms can be accessed from the Procurement Services web site or the University Forms Directory.

Once departments have completed the vendor add process, the vendor is available to use in a Purchase Requisition, a Limited Purchase Order (LPO), or a Payment Voucher, but a payment hold is automatically placed on that vendor's record.

The payment hold remains in effect until the Vendor File Coordinator in Accounts Payable can review the information added by the department and make any necessary changes or additions. The Vendor File Coordinator will contact the vendor directly to gather more information if necessary.

Once this information has been received and reviewed, the Vendor File Coordinator will lift the payment hold.

Exceptions

Human subjects in research studies and recipients of refunds do not need to complete the online Vendor Registration Form.

When departments fill out a vendor add form for payees in these two categories they must enter either "Refund" or "Research" in the Tax Registration Number field as appropriate. The Vendor File Coordinator in Accounts Payable will release the payment hold once the payee's complete address and Social Security number have been verified.

Departments must provide a W-9 form if requested by Accounts Payable for 1099s (amounts greater than $600 per year).

Changing Vendor Information

Departments may submit requests to change or add information to vendor records by filling out and submitting the Vendor Change Request Form. This form may be accessed from the Procurement Services web site or the University Forms Directory.

Vendors themselves may submit changes to their file by filling out the Vendor Change Request Form or by sending an e-mail to the Vendor File Coordinator in Procurement Services.

The Vendor File Coordinator in Procurement Services will review these proposed changes and enter them in Oracle once the information has been verified.

Departments cannot change information in the Oracle Supplier List. Once the user has clicked "save" in the Vendor add production instance of Oracle, no changes or additions can be made to that record.

All changes or additions to vendor file records must be handled by the Vendor File Coordinator in the Accounts Payable division of Procurement Services.

 


Maintained by University Comptroller
2001 by the Rector and Visitors of the University of Virginia. All rights reserved.