Vendor Center Training Manual · Vendor Add - Supplier (US Citizen or US Corporation) The new Vendor Center has been added to the Financial System. It will replace the previous Add

Vendor Center Training Manual

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Instructor ManualVendor Center

Page iii

Table of Contents

Vendor Center 1. Vendor Add - Employee ………………………………………...1

2. Vendor Add - Student …………………………………………..12

3. Vendor Add - Supplier (US Citizen or US Corporation) .……...19

4. Vendor Add - Supplier (Non US Company) ……………………33

5. Vendor Add - Supplier Non US Citizen (Non-Resident Aliens) .50

6. Vendor Update - Employee…………………………………..…66

7. Vendor Update - Supplier……………………………………….76


Page 1

Vendor Center

Vendor Add - Employee The new Vendor Center has been added to the Financial System. It will replace the previous Add / Update Vendor page. The Vendor Center should be used to search for existing vendors in the AP vendor file, request new vendors, and update existing vendors. Additional features include enhanced search ability, email notification and duplicate vendor edits. Financial Users with security to requisition, voucher and / or travel entry will have access to the Vendor Center. You can access the Vendor Center (Add / Update Vendors) from the Vouchers & Vendor Maintenance or Travel pages.

Procedure This topic covers how to Add an Employee Vendor record using the Vendor Center. Before entering any employee request, have the employee go through Employee Self Service, to confirm their address information is current and up to date.

Instructor Manual Vendor Center

Page 2

Step Action 1. Click the FOR FACULTY & STAFF link.

2. Click the Vouchers & Vendor Maintenance link to proceed to Vendor Center. Note: The vendor center can also be accessed by clicking on the Travel link.

3. Click the Add / Update Vendors link.


Page 3

Step Action 4. Two options are available - Update/Search Vendors and

Add Vendor. In this example, we will be adding a vendor "Employee".


Page 4

Step Action 5. Click the Add Vendor option.


Page 5

Step Action 6. There are three Add Vendor options:

-Employee -Supplier -NCSU Student In this example, we will Add Vendor (Employee).


Page 6

Step Action 7. Click the Employee option.

8. To review a list of Employee Type classifications, Click the Employee Types link.


Page 7

Step Action 9. Verify that the vendor request, for individual to be added

as an employee, falls under one of the Employee Types listed.

10. Note: If the individual does not fall under one of the Employee Types listed, click "Cancel" then click "Start Over" to re-enter the vendor request as a Supplier.

11. Click the OK button to return to Add Vendor Form.

12. Two options are available to add an employee: 1 - Employee ID, or 2 - First and Last Name In this example, we will be adding an employee using first and last name option.

13. Enter the First Name field. Enter "Sharon". 14. Enter the Last Name field. Enter "Price".


Page 8

Step Action 15. Click the Search button.

Step Action 16. Confirm the search results by verifying the employee ID#

and Department location with your request. 17. If this individual is not listed in search results, click the

'Add' button to add them as a Supplier.


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Step Action 18. Because the employee is listed in search results and we

have confirmed accurate, BUT does not have a "Vendor ID", Click the Add Vendor button to proceed. NOTE - If a "Vendor ID" number is provided for the individual in the search results, do not proceed with submitting the add request. Close out & use the Vendor ID number provided. If an update is needed for an existing Vendor ID number, Click "Update Vendor" button next to the vendor ID in the search results. In this example no Vendor ID exists, so Click Add Vendor button.

19. Review the employee information before clicking 'Create

Vendor ID'.


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Step Action 20. Employee address information can not be shown through

the vendor center. Before entering any employee request, have the employee go through Employee Self Service, to confirm that their address information is current and up to date.

21. Click the Create Vendor ID button to submit the Add a Vendor request.

Step Action 22. Confirmation that your request to add a vendor has been

submitted.

23. Note - Process is not complete until Accounts Payable has received all required information and approves request.


Page 11

Step Action 24. Click the Start Over button to return back to the vendor

center.

25. End of Procedure.


Page 12

Vendor Center

Vendor Add - Student The new Vendor Center has been added to the Financial System. It will replace the previous Add / Update Vendor page. The Vendor Center should be used to search for existing vendors in the AP vendor file, request new vendors, and update existing vendors. Additional features include enhanced search ability, email notification and duplicate vendor edits. Financial Users with security to requisition, voucher and / or travel entry will have access to the Vendor Center. You can access the Vendor Center (Add / Update Vendors) from the Vouchers & Vendor Maintenance or Travel pages.

Procedure This topic covers how to Add an NCSU Student Vendor record.


Page 13

Step Action 1. Sign In to MyPack.


3. Click the Vouchers & Vendor Maintenance link to proceed to Vendor Center. Note: Vendor Center can also be accessed by clicking the Travel link

4. Click the Add / Update Vendors button.


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Step Action 5. Click the Add Vendor option.

6. Click the NCSU Student option.


Page 15

Step Action 7. For any active NCSU Student, the student must update

their information through the MyPack Portal.

8. Click the Student Types link for a listing.


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Step Action 9. Click the OK button.

10. If unable to access the MyPack Portal, changes may be submitted to the Registration & Records Office. Click the Address and Phone Change link for the form.


Page 17

Step Action 11. Example of form.

Click the Close button when finished.


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Step Action 12. Click the Start Over button to return to vendor center.



Page 19

Vendor Center

Vendor Add - Supplier (US Citizen or US Corporation) The new Vendor Center has been added to the Financial System. It will replace the previous Add / Update Vendor page. The Vendor Center should be used to search for existing vendors in the AP vendor file, request new vendors, and update existing vendors. Additional features include enhanced search ability, email notification and duplicate vendor edits. Financial Users with security to requisition, voucher and / or travel entry will have access to the Vendor Center. You can access the Vendor Center (Add / Update Vendors) from the Vouchers & Vendor Maintenance or Travel pages.

Procedure This topic covers how to Add a Vendor record - Supplier (U.S. Citizen or U.S. Corporation).


Page 20

Step Action 1. Begin navigation from the FOR FACULTY & STAFF

link.

2. The new Vendor Center can be accessed by either the Travel link, or the Vouchers & Vendor Maintenance link.

3. Click the Vouchers & Vendor Maintenance link.


5. This is the AP Vendor Center. Two options exist: Update/Search Vendors and, Add Vendor.

6. In this example, we will be adding a vendor "Supplier".

7. Click the Add Vendor option.

8. There are three 'Add Vendor' options: -Employee, -Supplier, and -NCSU Student.

9. In this example, we will select 'Add Vendor (Supplier). Click the Supplier option.

10. Click the W-9 and Visa/Passport Requirements link for important information.

11. Note the W-9 Requirements.

12. Note the Visa/Passport Requirements.

13. Note - Vendor Request will not be approved until any required information has been received by Accounts Payable.


Page 21

Step Action 14. Click the OK button to return to Add Vendor section.

15. Type the name of the vendor to be added into the Vendor

Name field. Example "Streak Free Cleaning".

16. Note - The system will perform a check to see if there are any vendors in the system with the same vendor name upon clicking 'Add'. If the vendor is found, and is the vendor needed, the results will include the vendor ID# to use. Record the ID# found and cancel out of the Add Vendor section then proceed with the vendor ID# provided.

17. Click the Add button to continue.

18. In this example, the system did not find a pre-existing

vendor by the name or combination of names used.

19. The Name 1 field will be populated with the vendor name entered previously.

20. The Name 2 field for 'DBA' (Used mainly for Doing Business As name or Division Name).

21. Residency - Click the US Citizen/Corporation? list.


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Step Action 22. Select 'Yes' or 'No"

Click the list item.


Page 23

Step Action 23. Click the Tax ID Type list and select appropriate type.


Page 24

Step Action 24. Click the Fed ID list item.


Page 25

Step Action 25. Enter applicable information in the Tax ID field.

Example "075456555".


Page 26

Step Action 26. Payment Methods Accepted

Indicate all acceptable forms of payment that the vendor will accept.


Page 27

Step Action 27. In this example, vendor accepts 'ACH/EFT' & 'Check'.

Click the ACH/EFT option.

28. Click the Check option.

29. Enter type of address (Remit, Ordering, etc.) in the Description field. Example "Remit Address".

30. Select the Country (System will default to USA). Click the Look up Country button.

31. Click the correct Country to return to previous screen. In

this example, 'USA' is the correct Country, so we will Click the Cancel button.

32. Enter vendor information into the Address field.

Example "PO Box 10785".


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Step Action 33. Enter the vendor's information into the City field.

Example "Springfield".

34. Click the Look up State/Prov button.

35. Click appropriate State/Description.

36. Enter the vendor's information into the Postal Code field. Example "65808".

37. Enter the vendor's information into the Phone field. Example "417-466-4842".

38. Enter the vendor's information into the Fax field. Example "417-467-4844".


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Step Action 39. Provide an email address when available. If not available,

select 'No Email Provided' checkbox.

Step Action 40. Vendor has no email.

Click the No Email Provided option.

41. Click the scrollbar.


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Step Action 42. Provide any additional information concerning this

vendor request.


Page 31

Step Action 43. Enter the additional information into the Comments

field. Example "The W-9 for this vendor is being faxed on 4/19/10".

44. Verify that all the information is correct before clicking the I have verified that this information is correct. checkbox.

45. Then Click the I have verified that this information is correct. option.

46. Click the Submit for Approval button to submit request to Accounts Payable vendor processing.

47. Request confirmation screen.


Page 32

Step Action 48. Note - The requestor will receive an email notification

once the request has been submitted. The email will contain a Reference ID# that should be used for all inquiries.

49. Note - Approval or Denial of a Vendor Request: The requestor will receive an email notification once the request has been approved or denied.

50. Click the Start Over button to return to Vendor Center.

51. Example of Vendor Add Request email and Reference ID#.



Page 33

Vendor Center

Vendor Add - Supplier (Non US Company) The new Vendor Center has been added to the Financial System. It will replace the previous Add / Update Vendor page. The Vendor Center should be used to search for existing vendors in the AP vendor file, request new vendors, and update existing vendors. Additional features include enhanced search ability, email notification and duplicate vendor edits. Financial Users with security to requisition, voucher and / or travel entry will have access to the Vendor Center. You can access the Vendor Center (Add / Update Vendors) from the Vouchers & Vendor Maintenance or Travel pages.

Procedure This topic covers how to Add a Vendor record - Supplier (Non U.S. Company).


Page 34


2. The Travel link or the Vouchers & Vendor Maintenance link will access the vendor center.



Step Action 5. This is the AP Vendor Center. Two options exist:

Update/Search Vendor, and Add Vendor.


Page 35

Step Action 6. In this example, we will be adding a vendor "Supplier

(Non US Company)". Click the radio button for Add Vendor.


Page 36

Step Action 7. There are three add vendor options:

-Employee, -Supplier, and -NCSU Student


Page 37

Step Action 8. In this example, we will be adding a vendor "Supplier

(Non US Company)". Click the Supplier option.

9. Click the W-9 and Visa/Passport Requirements link.

10. Note: For Non-US Companies - W-9's are not required. Click the OK button.

11. Type the name of the vendor to be added into the Vendor

Name field. Example "Buyers International".


Page 38

Step Action 12. Note: The system will perform a check to see if there are

any vendors in the system with the same vendor name upon clicking 'Add'. If the vendor is found, and is the vendor needed, the results will include the vendor ID# to use. Record the ID# found and cancel out of the Add Vendor section then proceed with the vendor ID# provided

13. Click the Add button to continue.

Step Action 14. In this example, the system did not find a pre-existing




Page 39

Step Action 16. The Name 2 field for 'DBA' (Used mainly for Doing

Business As name or Division Name).

Step Action 17. Name 2 field 'DBA' Example "Buyers and Sellers

International". 18. Residency - Click the US Citizen/Corporation? list.


Page 40

Step Action 19. Select 'Yes' or 'No'.

Click the No list item.

20. Note: For Non-US Companies - W-9's are not required.

21. For Non-US Citizens (Non-Resident Aliens), a copy of their Visa/Passport is required, unless a national from a Visa Waiver participating country.


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Step Action 22. Select the Tax ID Type: FID or SSN.

Note: This step is not required for Non-US Companies.


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Step Action 23. Note: The only payment option for Non-US Companies

through the vendor system is via Check. A Foreign Currency Wire or Draft can be requested at the time the voucher is to be set up.


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Step Action 24. Click the Check option.

25. Enter type of address (Remit, Ordering, etc.) into the

Description field. Example "Remit".

26. Select the Country. Click the Look up Country button.

27. Scroll down. 28. Click the correct Country to return to previous screen.

In this example, 'Canada' is the correct Country, so we select it.

29. Enter vendor information into the Address field.

Example "125 North Ave".


Page 44

Step Action 30. Enter the vendor's information into the City field.

Example "Toronto".

31. Click the Look up State/Prov button.

32. Click appropriate State/Description column. Note: Canada is the only Non-US Country that requires a Province or Territory to be listed in the address.

33. Enter the vendor's information into the Postal Code field. Example "M4B 1B6".

34. Click the scrollbar to scroll down.

Step Action 35. Enter the vendor's information into the Phone field.


Page 45

Step Action 36. Enter the vendor's information into the Fax field.

37. Provide an email address when available. If not available, select 'No Email Provided' checkbox.

Step Action 38. Vendor has no email. Click the No Email Provided

option.


Page 46

Step Action 39. Provide any additional information concerning this

vendor request.


Page 47

Step Action 40. Verify that all the information is correct before clicking

the I have verified that this information is correct. object.

41. Then Click the I have verified that this information is correct. option.

42. Click the Submit for Approval button to submit request to Accounts Payable vendor processing.


Page 48

Step Action 43. Request confirmation screen.

44. Note - Approval or Denial of a Vendor Request: The requestor will receive an email notification once the request has been approved or denied

45. Example of Vendor Add Request email and Reference ID#.


Page 49

Step Action 46. Click the Start Over button to return to Vendor Center.



Page 50

Vendor Center

Vendor Add - Supplier Non US Citizen (Non-Resident Aliens) The new Vendor Center has been added to the Financial System. It will replace the previous Add / Update Vendor page. The Vendor Center should be used to search for existing vendors in the AP vendor file, request new vendors, and update existing vendors. Additional features include enhanced search ability, email notification and duplicate vendor edits. Financial Users with security to requisition, voucher and / or travel entry will have access to the Vendor Center. You can access the Vendor Center (Add / Update Vendors) from the Vouchers & Vendor Maintenance or Travel pages.

Procedure This topic covers how to Add a Vendor record - Supplier, Non US Citizens (Non-Resident Aliens).


Page 51

Step Action 1. Click the For Faculty & Staff object.

Step Action 2. The new Vendor Center can be accessed by either the

Travel link, or the Vouchers & Vendor Maintenance link.




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Step Action 5. Two options are available:

-Update/Search Vendors and, -Add Vendor. In this example we will be adding a vendor "Supplier" - Non US Citizens (Non-Resident Aliens). Click the Add Vendor object.

Step Action 6. There are three 'Add Vendor' options:

-Employee, -Supplier, and -NCSU Student.


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Step Action 7. In this example, we will Add Vendor "Supplier" - Non

US Citizens (Non-Resident Aliens). Click the Supplier option.

8. W-9 AND VISA/PASSPORT REQUIREMENTS

Note: Vendor Request will not be approved until any required information has been received. Click the W-9 and Visa/Passport Requirements link.


Page 54

Step Action 9. Click the link for Visa Waiver Program web site

information.

10. Countries currently participating in the Visa Waiver Program.

11. Click the Close button to return to Vendor Center.


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Step Action 12. Click the OK button to return to Add Vendor section.

13. Vendor Name - Type the name of the vendor to be added

into the Vendor Name field. Example "John Doer".

14. Note: The system will perform a check to see if there are any vendors in the system with the same vendor name upon clicking 'Add'. If the vendor is found, and is the vendor needed, the results will include the vendor ID# to use. Record the ID# found and cancel out of the Add Vendor section then proceed with the vendor ID# provided. Click the Add button.


Page 56

Step Action 15. In this example, the system did not find a pre-existing



17. The Name 2 field for 'DBA' (Used mainly for Doing Business As name or Division Name).


Page 57

Step Action 18. Residency - Select 'Yes' or ' No' for the US

Citizen/Corporation? question. NO will be selected in this example.

19. Note: For Non-US Companies - W-9's are not required.

For Non-US Citizens (Non-Resident Aliens), a copy of their Visa/Passport is required, unless a national from a Visa Waive participating country.

20. If the individual is a national from a Visa Waiver participating country, Click the Look up VWP Participating Country button to select the correct country.

21. In this example, 'Spain' is the correct county.

Click appropriate results in Country/Description column.


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Step Action 22. Select Tax ID Type.

Click the Tax ID Type list.

23. Note: This step is not required for Non-US Citizens (Non-Resident Aliens); however, if the individual does have a SSN number it can be entered. In this example, the individual had none. Click the Tax ID Type list.

Step Action 24. Payment Methods Accepted

Indicate all acceptable forms of payment that the vendor will accept.


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Step Action 25. Note: The only payment option for Non-US Citizens

(Non-Resident Aliens) through the vendor system is via 'Check'. A Foreign Currency Wire or Draft can be requested at the time the voucher is to be set up. Click the Check option.

26. Enter type of address (Remit, Ordering, etc.) in the

Description field. Example "Remit".

27. Select the Country (System will default to USA). Click the Look up Country button.

28. Find and select the correct country.

Click the scrollbar.

29. Click the scrollbar.


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Step Action 30. Click an entry in the Description column.

31. Enter vendor information into the Address field. Example "Galdiano 6".

32. Enter the vendor's information into the City field. Example "Madrid".

33. Enter the vendor's information into the Postal Code field. Example "28071".

34. Enter the vendor's information into the Phone field. Example "(0034) 912-432-500".

Step Action 35. Enter the vendor's information into the Fax field.


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Step Action 36. Click the scrollbar.

Step Action 37. Provide an email address when available. If not available,

select 'No Email Provided' checkbox.

38. Vendor has no email. Click the No Email Provided option for this example.

39. Provide any additional information concerning this vendor request.


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Step Action 40. Enter any additional information into the Comments

field. Example "Copy of Visa sent to AP on 4/19/10".

41. Verify that all the information is correct before clicking the I have verified that this information is correct checkbox.

42. Then Click the I have verified that this information is correct checkbox.

43. Click the Submit for Approval button to submit the request to Accounts Payable vendor processing.


Page 63

Step Action 44. Request confirmation screen.

45. Note - Approval or Denial of a Vendor Request: The requestor will receive an email notification once the request has been approved or denied.


Page 64

Step Action 46. Example of email notification once the request has been

submitted. The email will contain a Reference ID# that should be used for all related inquiries.


Page 65

Step Action 47. Click the Start Over button to return back to the Vendor

Center.



Page 66

Vendor Center

Vendor Update - Employee The new Vendor Center has been added to the Financial System. It will replace the previous Add / Update Vendor page. The Vendor Center should be used to search for existing vendors in the AP vendor file, request new vendors, and update existing vendors. Additional features include enhanced search ability, email notification and duplicate vendor edits. Financial Users with security to requisition, voucher and / or travel entry will have access to the Vendor Center. You can access the Vendor Center (Add / Update Vendors) from the Vouchers & Vendor Maintenance or Travel pages.

Procedure This topic covers how to Update an Employee Vendor record.


Page 67


2. Click the Vouchers & Vendor Maintenance link. Travel link can also be used to access vendor center.


4. Click the Update/Search Vendors option.

Step Action 5. A search can be performed by entering 1 of the 3

available options: -Vendor ID -Vendor Name -Employee ID


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Step Action 6. In this example, we will search on the Employee ID

field. Enter "000307977". 7. Click the Search button.

8. Verify the search results to ensure correct Vendor information is listed.

9. Review the 'Vendor Class'.

10. Review the 'Department'.

11. Note: If Employee is not listed in the search results, there are no active HR records for that individual. Modify your search or proceed by clicking the "Start Over" button to add the individual as a Supplier.


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Step Action 12. After verifying the vendor information, proceed with

update - Click the Update Vendor button.

13. Select the information to be updated:

-Name -Address/Phone -Email -Classification.

14. Employee Addresses must be updated through

MyPack\Employee Self Service -- Not through the vendor center.

15. Select Email object to update email information.

16. Classification is used to change classification from

employee to supplier, when employee is no longer employed with NCSU.


Page 70

Step Action 17. In this example, we will be updating the name.

Click the Name object.

Step Action 18. In this example, we are changing the vendor name -

Yvette R Walker, by removing the middle initial. Enter the new name into the New Name1 field. Enter "Yvette Walker".

19. Provide any additional information concerning the vendor update request into the Comments field. Enter "Employee has no middle initial.".


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Step Action 20. Verify that all the information has been entered correctly

before clicking 'Submit Change Request' button.


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Step Action 21. Click the Submit Change Request button.


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Step Action 22. Confirmation of your request.


Page 74

Step Action 23. Click the Start Over button to return back to the vendor

center.


Page 75

Step Action 24. Example of an email Vendor System change request.

Use the "Request ID#" provided for all related inquiries. Note - Accounts Payable must review before Approving/Denying. At which time you will receive another email notification of this decision.



Page 76

Vendor Center

Vendor Update - Supplier The new Vendor Center has been added to the Financial System. It will replace the previous Add / Update Vendor page. The Vendor Center should be used to search for existing vendors in the AP vendor file, request new vendors, and update existing vendors. Additional features include enhanced search ability, email notification and duplicate vendor edits. Financial Users with security to requisition, voucher and / or travel entry will have access to the Vendor Center. You can access the Vendor Center (Add / Update Vendors) from the Vouchers & Vendor Maintenance or Travel pages.

Procedure This topic covers how to Update a Supplier Vendor record.


Page 77


2. The Travel link and the Vouchers & Vendor Maintenance link will access the Vendor Center.


4. Click the Add / Update Vendors link.

5. Click the Update/Search Vendors option.


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Step Action 6. Perform search by entering 1 of the 3 available options:

-Vendor ID -Vendor Name -Employee ID

Step Action 7. In this example, we will search by Vendor Name field.

Enter "Thomas Scientific". 8. Click the Search button to search the vendor system.


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Step Action 9. Verify the search results to ensure correct Vendor Name

is listed.

10. Review the Vendor Name

11. Review Vendor Class.


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Step Action 12. Click the View Addresses link.


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Step Action 13. Review the Addresses for Thomas Scientific Inc.

Check to see if the address needed is available before submitting a request to add a new address. If the address is listed, then click "Start Over" to cancel the update request and use the information available. Note - If 'Vendor Name' is not listed in the search results, click the "Add" button to proceed.

14. However, if Vendor Address needed is not listed in the

search results, click the 'Update Vendor' button.

15. Update choices:

-Name -Address/Phone -Email -Classification


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Step Action 16. Click the Name object.

17. Name updates may require an updated W-9 form to be submitted. Click Name option off.


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Step Action 18. Point to the Address/Phone object.

19. Point to the Email object.

20. Point to the Classification object.

21. In this example, we will be adding a new address.

Click the Address/Phone option.

22. Click the Select Address to Correct button to verify again that the address needed is not available for this Vendor ID.

23. If Address is found, make a note of the Vendor ID# and

address location. Click "Cancel" to exit out of the vendor center and proceed with setting up voucher.

24. However if Address is not found, Click the Cancel

button.


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Step Action 25. Click the Add New Address button.

26. Description - Enter type of address (i.e., Remit, Ordering) into the Description field. Enter "Remit".

27. Enter the County, or click the Look up Country object and select the country.

28. Enter the new address information into the Address field. Enter "8000 Business Park Drive".

29. Enter the city name into the City field. Enter "Greensboro".

30. Enter the State/Prov, or Click the lookup button and select State/Prov.

31. Click and select NC.

32. Enter the Postal code. Enter "27409".


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Step Action 33. Update phone number when applicable.


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Step Action 34. Provide any additional information concerning the vendor

update request into the Comments field. Enter "Received a letter from the vendor with new remittance information. Letter will be forwarded to AP for your records.".


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Step Action 35. Verify that all the information has been entered correctly

before 'Submit Change Request'

36. Click the Submit Change Request button.


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Step Action 37. Confirmation that request to update vendor has been

submitted. Request must be Approval by Accounts Payable before it's available in the vendor system.


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Step Action 38. Email confirmation of request submitted. Please use

"Request ID# for all inquiries.


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Step Action 39. Click the Start Over button to return to the vendor

center.


Documents

Vendor Center Training Manual · Vendor Add - Supplier (US Citizen or US Corporation) The new Vendor Center has been added to the Financial System. It will replace the previous Add