Vendors - Finding Vendors

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Related Procedures

Vendors - Adding Vendors [PRO5501U]

Vendors - Changing Vendor Information [PRO5502U]

Ownership

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

Distribution

Director of Procurement Services

AP Administrator^*

AP Invoice Processor^*

AP Payment Processor^*

AP/PO Viewer

AP Vendor File/1099 Coordinator^*

PO Administrator^*

PO Buyer Manager^*

PO Buyer^*

PO Purchaser^*

PO Requester

Finding Vendors

IS Payables/Purchasing
N ® Vendor Adds
Suppliers

1. Select View ® Find from the menu or Flashlight from the toolbar.

2. Enter search criteria to narrow your search. Use the wildcard character (%) when appropriate. Search by entering information such as:

Supplier Name
Supplier Number
Taxpayer ID (without the hyphens). The Taxpayer ID number is not displayed when searching for an employee.

When searching by Taxpayer ID, if more than one supplier has the Taxpayer ID, you will see the following note.

You may not be able to determine which supplier to select by viewing this list. Write down the Supplier Names and Numbers so you can re-query each to determine the correct vendor to use. Click [OK] to exit the note. Click the [Clear] button. Complete a new search by searching on either the Supplier Name or Number.

3. Click on the [Find] button.

All vendors that match your criteria will be displayed in a list. If only one vendor matches the search criteria you entered, you will not see a list.

4. Select the supplier. Click on the [OK] button.

If your search retrieved no records you can enter a new vendor. The URL is listed below.

http://www.virginia.edu/integratedsystem/howdoi/HTML/NAV5530U.htm

If your search retrieved an “Inactive” vendor, contact the vendor and have them complete and submit the appropriate Vendor Registration form found on Procurement Services’ web page. The URL is listed below.

https://www.procurement.virginia.edu/pagevendorregistrationform

The Vendor SWAM classifications shows that Supply Room Companies has a SWAM status of 'Woman (DMBE-certified)”. It is also a contract vendor.

Note: Since users will not see employee social security numbers on the supplier screen, users should confirm that they are selecting the correct employee by verifying the site address information or using the employee’s HR number.

5. Click in the Descriptive Flex Field (DFF), found under the Tax Registration Number field, to view the vendor’s DMBE (Department of Minority Business Enterprise) Certification and Expiration Dates, if applicable.

6. Click on the [Cancel] button to return to the Suppliers information screen.

7. Click on the [Sites] button to open the Supplier Sites window and view the vendor's site information.

8. Using the down arrow key on your keyboard, you can see any additional sites.

9. To view the contact information, click the [Contacts] tab.

Effective: 05/13/2009