Information Technology Services

Vendors>Vendor Information>Add/Update>Vendor

SetID: Regular vendor APY01

Vendor ID: This will NOT default to the next available ID.  After looking at the list of the current IDs, type in the next available. 

Persistence:  Regular

Vendor Name 1: Vendor legal name, up to 40 characters

Vendor Name 2: Vendor DBA name, up to 40 characters

Vendor Short Name: Shortened vendor name, up to 10 characters

Classification:  Choose HCM from the drop down menu

HCM Class:  Choose the appropriate class

Persistence: Defaults to Regular

Vendor Status: Defaults to Approved

Withholding:  Ensure this is checked if this is vendor is eligible for withholdings

Open For Ordering:  Ensure this is checked.

ID Numbers

    Type: TIN or W2         ID Number: 9 Digit ID number

Standard Industrial Classification Codes

    SIC Type: NAU   SIC Code: Choose the appropriate business purpose

Additional Reporting Elements

    Type of Contractor: Choose the appropriate Entity Type, such as LLC, Corporation, Non-Profit, etc.

    Other Types:  Check Emerging Small Business, Women-Owned Business, Veteran or Disabled if appropriate (Minority Owned Business if denoted on the Location Tab)

Description: A description of the type of address.  Such as Purchasing or Remit.  If the vendor only has one address for Purchasing and Remit, the description should be “Main.”

Effective Date: Defaults to today’s date.  Update to the first date this vendor may be used on a transaction. 

Country: Defaults to USA

Address 1: First line of address, up to 55 characters.

Address 2: Second line of address, up to 55 characters.

City: Address city, up to 30 characters

Postal: Postal code        

State: Two letter state code

Email ID: Any email that is specific to this address

Phone Information

    Type: Business Phone   Telephone: Type the phone number, area code first, with no spaces or punctuation.

“+”: Choose to add another phone number or fax line.

Description: Description of the contact, such as Primary Contact

Effective Date: Defaults to today’s dated, update to the first date this contact is available.

Type: Choose the appropriate type of contact

Name: Contact name

Title: Contact Title

Address: Choose an address setup in the earlier step.  Because the vendor has not yet been saved, type the address number if there is nothing in the lookup.

Internet: Website for the company or specific to the contact, must include http://

Email ID: Contact Email

Phone Information: This will default from the address chosen, update if different for the contact

Location: 1  (Payroll vendors can only have 1 location.  If they need multiple locations, another vendor must be created.)

Description: Be as descriptive as possible of the information that is being gathered for this location.  (Example:  Vendor is University of Arizona, Location 1 is Registrar’s Office, Location 2 is Biology Department, Location 3 is Purchasing Services, etc.)

Effective Date: Defaults to today’s date, update to the first date this location may be used on a transaction.

Note: If this vendor has multiple purchase and remit address, the “+” can be used to define multiple locations.  The “Default” check box should only be used on the main location.

Invoicing Address:  Defaults to address 1.  If needed change to another address sequence number

Remit Address:  Defaults to address 1.  If needed change to another address sequence number

Additional Payment Information

    Payment Method Options:  If NAU will pay the vendor using a method other than check, select “Specify”

    Payment Method:  Choose the appropriate payment method.

Vendor Bank Accounts - If NAU will pay the vendor using a method other than check, complete the vendors banking information.

    Description: Description of the Bank or type of account specific to this Location

    Country: Defaults to USA, select appropriate country for foreign banks

    Bank Name: Legal name of the vendor’s Bank

    Branch Name: Vendor’s bank branch name or location

    Bank ID Qualifier: 001, United States Bank (Other options will be available if another country is chosen above)

    Account Type: Choose the appropriate bank account type, such as checking or savings.

    Bank ID: Use bank ID if given or transit/routing number

    Bank Account Number: Vendor’s bank account number

    DFI Qualifier: 01, Transit Number

    DFI ID: 9 digit transit/routing number

Vendor Types – Select if the vendor has indicated “Minority Owned”

    Preferred Language:ENG

    Type:MNR

Ordering/ Pricing /Returning/ Ship From Addresses: Defaults to address 1.  If needed change to another address sequence number

Freight/Payment Terms / Currency/PO Dispatch Options:  If options for this vendor are different than the default values, specify at this level.

Accepts Procurement Card as payment method: Check if appropriate

Procard Dispatch Options: Contact Buyer

Card Type: Visa

Sales/Use Tax Applicability: Select Non Taxable

Ultimate Use Code: Select EXEMPT

Vendors>Vendor Information>Add/Update>Vendor (Location Tab, Global/1099 Withholing Link)

Residency: Choose US Citizen, Nonresident Alien performing Services in the U.S. or Nonresident Alien performing services outside of the U.S.

Country of Residence:  If Nonresident, type the country of residence up to 30 characters.

Other Business Purpose:  If the W9 shows Business Purpose as “Other”, specify here.

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Additional Information:

In order to ensure duplicate vendors are not entered a warning will be given if the following information is duplicated:

• TIN Number of another active/inactivated vendor
• Vendor Name of another active/inactivated vendor
• Vendor Short Name of another inactivated vendor         
• Address of another active vendor
• Vendor withholding TIN of another inactivated vendor
• Withholding Name of another inactivated vendor

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Predecessors:

Purchasing Services has received a substitute W9 from the vendor.

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