How to look up a vendor in the database

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Vendor information can be entered using three different methods:

We will explore each of these procedures on the following screens.Note: The Vendor Screen is displayed during the requisition entry process—when the "X" in the “SUGGESTED VENDORS?” box on the General Data Screen remains checked.

•Includes searching the PAS vendor file, capturing vendor information and displaying it on the Vendor Screen

Vendor search

•This method is useful for entering frequently used vendors. Vendor number entry

•Includes manual entry of the vendor information and should only be used if the vendor is not in the vendor file. Manual entry &

vendor registration

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PAS REQUISITION ENTRY VENDOR SCREEN

ES )

The Vendor-screen is displayed as part of the requisition-entry process:

In the Action-box, enter [7] for VENDOR SEARCH and [Enter]

This will take you to “Buying –

Vendor Search” screen for Order

Addresses.

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PAS REQUISITION ENTRY BUYING - VENDOR SEARCH

SCREEN

The next screen will provide results of

vendor-search process.

Type in the name of Vendor + [Enter]

TIPS

• use UPPER-CASE letters;

(lower-case letters should not be used)

• use the full vendor name when possible

• try vendor name variations & standard

abbreviations

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PAS REQUISITION ENTRY VENDOR SCREEN WITH RESULTS OF VENDOR-SEARCH PROCESS

To view Additional Vendors on subsequent screens, type [10] in

the ACTION-box and [Enter]

This screen shows:• there was a match on Vendor name entered (Turner Biosystems)• the Vendor number is displayed• the Vendor is in a Valid status• there are “Additional Vendors”

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PAS REQUISITION ENTRY VENDOR SCREEN

To select the vendor data displayed in the Vendor search screen, there are two steps:

Step 1:Place an [X] in the SEL box next to the desired “valid” address

Step 2: Enter [14] –Select

Vendor- in the Action box and [Enter]

The next screen will return to the requisition

entry vendor screen with the selected Vendor information populated

Notice that Action 4, “Modify” appears in the Action Box. If you have information to enter in the Contact/Phone field, enter the data before sending the screen. If you do not have Contact/Phone information, simply press [Enter]. If the information is accurate and complete, [Enter] to send the screen again to "accept" the data as shown.

X

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VENDOR NUMBER ENTRY

This method is useful for entering frequently used vendors. Both the vendor number and the address sequence number need to be entered as they appear in the PAS Vendor File.

Note:

Vendor Search can be used to obtain

vendor numbers and address

sequence numbers for use at a later

time.

The vendor number and address sequence number is typed into the appropriate fields and “sent”, which subsequently displays the data retrieved from the PAS vendor file.

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VENDOR NUMBER ENTRY

Step 1:Type vendor number & address sequence + [Enter]

This is what the system will show:

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MANUAL ENTRY OF VENDOR INFORMATION

Step 1:

Enter the vendor information into the

available fields on the Vendor screen

Step 2:

Send a copy of the Vendor Registration Form to the vendor

to be completed and submitted.

• This will allow the vendor to be added to the Vendor file, do business and receive payment from the University of Washington.

If you did not find the

correct vendor in the

vendor file you will need to

manually enter the

information into the

system.

Note:

This should only be done if the vendor is not in the vendor file.

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THEVENDOR REGISTRATION FORM

The vendor registration form is available online at

www.washington.edu/admin/finserv/payables/forms/new_vendor_registration.docx

When entering a vendor in the system, send this form to the Vendor to be completed and submitted to the University of Washington

This will allow the Vendor to do business with the University of Washington and receive payments for their goods / services.

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Resources:

If you have questions,

contact the

Procurement Customer

Service unit at:

Phone:206-543-4500

Fax:206-685-8018

Email:pcshelp@uw.edu