Vendors - Entering Basic Information

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Distribution

Director of Procurement Services

AP Administrator^*

AP Invoice Processor^*

AP Payment Processor^*

AP Vendor File/1099 Coordinator^*

PO Administrator^*

PO Buyer Manager^*

PO Buyer^*

PO Purchaser^*

PO Requester^*

Related Procedures

Vendors - Adding Vendors

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 ® Vendor Adds
Suppliers

Do NOT save vendor information until all required fields are complete. You will not be able to add or change any information after you save the vendor record.

1. Press the Caps Lock button on your keyboard.

It is important to enter the vendor information following the standard naming conventions, including using ALL UPPER CASE LETTERS. It is recommended that you start with this step to ensure the proper naming conventions are used.

2. Enter the vendor name.

Enter name using ALL UPPER CASE LETTERS.

3. Enter the 9-digit Taxpayer ID.

Do not use hyphens.

Sites Alternative Region

4. Click on the Sites button.

5. Enter site name in Name field.

Enter name of site in ALL UPPER CASE LETTERS.

If there is more than one site in Charlottesville, the site name should be the street name, or general location of the site.
If there is only one site in Charlottesville, the site name is CHARLOTTESVILLE.
If the site is in another city, enter the name of the city.

6. Enter the street address.

Enter street address using all UPPER CASE LETTERS.

Do not abbreviate street name
Abbreviate secondary and directional information (for example, W MAIN ST)
Do not use punctuation.

7. Enter the City address using all upper case letters.

8. Enter state using standard two letter state abbreviation.

9. Enter Postal/Zip code.

10. 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: If you are adding a new vendor, the Purchasing checkbox will not default. If you are planning to purchase from this vendor on a purchase order, you must ensure that the box is checked for the vendor to be immediately available to use.

Important: DO NOT check the Purchasing checkbox if you are entering an individual to receive reimbursements or human subject payments on a payment voucher.

If you forget to check the box, save the vendor information, and then realize you need the vendor to be immediately available, contact a Procurement Services Vendor File Coordinator at prs-vend@virginia.edu.

Adding Another Site

12. To add another site, click on the toolbar icon with the green plus sign or use the down arrow on your keyboard.

13. Add the site information as described in steps 5 through 7.

14. Add the contact information for one of the sites by selecting the Contact Alternative region for the site and entering the information in the appropriate fields.

Contact Information is required for the purchasing site. However, once you enter the contact information you will be asked to save your work.

If you answer Yes to this dialog box, your previous data will be saved and you will be allowed to continue but not change any previous data. If you answer No, any contact information will be lost.

15. Save your work only after you have entered all vendor information. Once you save the vendor record you cannot add or change any information.

Effective: 01/30/06

Revision: 4 mr/dw