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Vendors
Advantage Financial System
Vendors
Each person or entity that ASU pays must be setup as a vendor
Each vendor in Advantage is assigned a unique vendor number
A business with multiple locations will use the same vendor number with a unique address indicator
Vendors
Vendor Numbers:
Businesses – Federal Tax ID number
Individuals – an ASU assigned F31- number
Employees and Students – ASU Affiliate ID
Miscellaneous Vendor Codes
One-time use codes that allow name and address to be manually entered on payment
REFUND – used to pay individuals less than $250 on PVQ documents
INTV1 – used to pay interviewee expenses on PVQ documents
Vendors
To find an existing vendor:
Search for the vendors name on VNAM
Search for the vendor number on VEND
Vendor Tables
VNAM – search by vendor name
Vendor Tables
VNAS – search by vendor sort name
Vendor Tables
VEND – search by vendor number
Vendor Tables
VEN2 – verify the address
Vendor Tables
VEN3 – verify tax information
Vendor Tables
VNA2 - verify the vendor is not marked Do Not Use on (DNU will list the valid vendor number)
ASU Vendors
On-campus Service Departments provide goods or services to departments and are listed as Vendors
Lists of on-campus vendor codes are available from Financial Services
List by Vendor CodeList by Vendor Name
Vendor Setup
If a Vendor does not exist in Advantage, they must be setup before payment can be made
The department creates a VE (Vendor Entry) document and applies Level 1 approval
The VE, along with appropriate backup, is submitted to the Advantage Helpline for processing
Vendor Setup
Accepted VE backup documentation:
Off-Campus Vendors – a completed ASU Substitute W9 or IRS Form W9
Foreign Vendors – IRS Form W-8BEN
ASU-Affiliated Individuals – no backup needed, Advantage Helpline will verify employment or student enrollment
VE: ASU Employee
Enter the Affiliate ID as the vendor number
VE: ASU Employee
Enter the Affiliate’s name as it will appear on the check
VE: ASU Employee
Enter the department name and mail code for delivery
VE: ASU Employee
Enter the Sort Name as Last, First
VE: ASU Employee
Enter your first name, phone extension, and date of entry
VE: ASU Employee
Enter “Y” to mark the vendor as an Individual
VE: ASU Employee
Edit the document to validate all entries and check for errors
Enter “ED” in the Function field and EnterPress the F7 key
VE: ASU Employee
After Editing, the VE will populate the entry date and move to PEND1 status for approvals
VE: Off-Campus Individual
Enter “INDIVIDUAL” for the vendor number if the vendor is using their SSN; if not, enter the Tax ID number
VE: Off-Campus Individual
Enter the individual’s name as it will appear on the check
VE: Off-Campus Individual
Enter the individual’s address
VE: Off-Campus Individual
Enter the individual’s telephone and fax number, if provided
VE: Off-Campus Individual
Enter the Sort Name as Last, First
VE: Off-Campus Individual
Enter your first name, phone extension, and date of entry
VE: Off-Campus Individual
Edit the document to validate all entries and check for errors
Enter “ED” in the Function field and EnterPress the F7 key
VE: Off-Campus Individual
After Editing, the VE will populate the entry date and move to PEND1 status for approvals
VE: Off-Campus Business
Enter the Tax ID Number of the company
VE: Off-Campus Business
Enter the company name as it will appear on the check
VE: Off-Campus Business
Enter the company address
VE: Off-Campus Business
Enter the company telephone and fax number, if provided
VE: Off-Campus Business
Enter the a contact at the company, if provided
VE: Off-Campus Business
Enter the company name
VE: Off-Campus Business
Enter your first name, phone extension, and date of entry
VE: Off-Campus Business
Edit the document to validate all entries and check for errors
Enter “ED” in the Function field and EnterPress the F7 key
VE: Off-Campus Business
After Editing, the VE will populate the entry date and move to PEND1 status for approvals
VE: Foreign Entity
Enter “FOREIGN” for the vendor number
VE: Foreign Entity
Enter the company name as it will appear on the check
VE: Foreign Entity
Enter the entire address including city and postal code on address lines 1 and 2
VE: Foreign Entity
Enter the country name (no abbreviations) in the city field
VE: Foreign Entity
State and zip code fields should be left blank
VE: Foreign Entity
Enter the telephone and fax number, if provided
VE: Foreign Entity
Enter a contact at the company, if provided
VE: Foreign Entity
Enter the company name
VE: Foreign Entity
Enter your first name, phone extension, and date of entry
VE: Foreign Entity
Edit the document to validate all entries and check for errors
Enter “ED” in the Function field and EnterPress the F7 key
VE: Foreign Entity
After Editing, the VE will populate the entry date and move to PEND1 status for approvals
Updating Vendors
A Vendor in Advantage may be updated to change a name, address, contact person, etc.
Submit a completed Vendor Change Form with backup documentation to the Advantage Helpline to make the change
Vendor Error Messages
“Don’t Use. See VNA2”Vendors are marked Do Not Use (DNU) to mark them as invalid vendor numbers
A corresponding valid vendor number will be listed on VNA2
Vendor Error Messages
“No W9 Form Received”A document includes a charge to 7310
(services) and acceptable backup has not been received for the vendor
The department should request the Substitute W9, IRS W9, or IRS W8-BEN and submit to the Advantage Helpline