Vendors - Entering Additional Information

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Distribution

Director of Procurement Services

AP Administrator

AP Vendor File/1099 Coordinator^*

Related Procedures

Vendors - Changing Vendor Information [PRO5502U]

Vendors - Clearing Payment Holds [PRO5503U]

Vendors - Reviewing Vendor Information [PRO5518U]

Ownership

The Director of Procurement Services is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Vendors

IS Payables/Purchasing
N ® Suppliers ® Entry
Suppliers

1. Select View ® Find from the menu.

2. Enter search criteria as desired, to narrow your search and click on the Find button.

Use wildcard character (%) when appropriate.

IS Payables displays all vendors that match your criteria.

3. Select the vendor, if there is more than one based on your search criteria, and click on the OK button.

Classification Alternative Region

4. Click on the Classification tab, and enter information for the Classification Alternative Region, as appropriate.

Type

Choose Supplier Type from the list of values.

Supplier type is based on the W-9 returned by the vendor.

SIC (Standard Industry Code)

Enter SIC, if available.

Tax Reporting Alternative Region

5. If the vendor is a 1099 Reportable vendor, select Tax Reporting tab.

You will have to click on the arrows to the right of the tabs to scroll over to the Tax Reporting tab.

Enable the Federal check box
Choose from the list of values to populate the Income Tax Type field.
If the Vendor Type is Sole Proprietor, enter the name of the individual owning the business in the Reporting Name field.

Sites Alternative Region

6. Click on the Site button and scroll through the sites using the arrows on your keyboard to find the supplier site you want to view in detail.

7. Ensure that site information is complete and proper naming conventions were used.

Site Uses: The site should be set up as a Pay Site and a Purchasing Site, or if just Purchasing Site is checked, another site must be designated as the pay site.

Note: When new vendors are added, the Purchasing checkbox will not default; the box must be checked for the vendor to be immediately available in the UVa Marketplace. Users are instructed to contact a Procurement Services Vendor File Coordinator at prs-vend@virginia.edu, if they forget to check the Purchasing checkbox and need to use a vendor immediately.

Employees and students will automatically be added as pay sites only.

Sites: Tax Reporting Alternative Region

8. Record the site that is tax reporting site if it is a tax reportable vendor.

Select the Tax Reporting tab.

You will have to click on the arrows to the right of the tabs to scroll over to the Tax Reporting tab.

Check the checkbox for the Income Tax Reporting Site

9. Enter information in other alternative regions as appropriate.

10. Save your work.

Effective: 05/18/09