Vendors

The Vendor (PVEN) document allows users to create and maintain a Vendor table to track businesses or other entities your institution has done or plans to do business with. Each record in this table maintains all information pertinent to a vendor, including tax ID, addresses, contacts and other details required for the management of your institution's procurement process.. Vendors created using this document are available for use on various purchasing documents (such as Requisition, Purchase Order, and Disbursement Voucher documents).

Vendors have many different attributes which may in some cases determine how and when they may be used.

There are three situations where you may choose to use this menu:

To add a new vendor ('parent Vendor record')
To create a new division to an existing vendor ('child Vendor record')
To edit information about an existing vendor or division

Special Navigation Features

For demo purposes, we suggest you use the following library vendors that we specifically created for OLE. The other existing vendors may be experimented upon to test editing, creating new, or adding Divisions to existing vendors.

Vendor name	Vendor search alias	Foreign/domestic
Aleph-Bet Books	ABB	Domestic
D. K. Agencies (P) Ltd.	DKA	Foreign
Otto Harrassowitz	HARRAS	Foreign
YBP Library Services	YBP	Domestic

Wildcards are particularly helpful for searching vendors: *ybp*, harr*.

Note

To learn more about searching, see Searching OLE on the Guide to OLE Basic Functionality and Key Concepts on the Guide to OLE Basic Functionality and Key Concepts.

To create and modify vendors on the test drive, please sign into OLE as:

Role	Login
Acquisitions-AQ3, AQ4	ole-cstan
Acquisitions-AQ5	ole-ejacob
OLE-PURAP Purchasing Processor (for the Contracts tab)	ole-aferree
OLE ACQ-mgr	ole-hachris
Super user	ole-quickstart

Note

Note: When creating a NEW vendor, if logged in as member of OLE_Acquisitions-AQ3 or AQ4, the new vendor e-doc will be processed, but stops at approval. ole-quickstart or ole-hachris (OLE ACQ-mgr) may create and blanket approve a new vendor.

Title	Description
Vendor Number	Display-only. A unique, system-generated number that identifies this vendor, assigned at the time the document is approved.
Vendor Linking ID	Locally defined. An identification to link OLE to your university’s accounts payable systems
Vendor Parent Indicator	Display only. Indicates whether the vendor is a parent or child record.
Vendor Name	Required if Vendor Last Name and Vendor First Name fields are blank. Enter the vendor name that is not a first and last name. If the vendor should be identified by a first and last name, leave this field blank.
Vendor Last Name	Required if Vendor Name field is blank. Enter the vendor last name. If the vendor should be identified by a company name or title, leave this field blank and use the Vendor Name field.
Vendor First Name	Required if Vendor Name field is blank. Enter the vendor first name. If the vendor should be identified by a company name or title, leave this field blank and use the Vendor Name field.

Title	Description
Vendor Type	Required. Select the appropriate vendor type from the Vendor Type list or select if from the Vendor Type lookup . Examples include 'Disbursement Voucher' and 'Purchase Order. A vendor's type determines on which OLE documents it may be used. Different vendor types are used on different documents
Is this a Foreign Vendor?	Required. Select 'Yes' from the list if the vendor should be identified as foreign. Select 'No' if the vendor is not identified as foreign.
Tax Number	Required for non-foreign vendors. Enter the vendor's tax ID number or SSN.
Tax Number Type	Required. Select the Tax Number Type option that describes the tax number entered in the Tax Number field. If no Tax Number was entered, select 'None.
Ownership Type	Required. Select the appropriate type from the Ownership Type list, or search for it from the Owner Type lookup . Examples include 'Corporation,' 'Non-Profit,' and 'Individual/Sole Proprietor. The ownership type is found on the tax document (W9, W8Ben for example) submitted by the vendor.
Ownership Category	Optional. Select the appropriate category from the Ownership Category list, or search for it from the Owner Category lookup . The ownership category more specifically identifies the vendor, often indicating the type of services this vendor provides. Examples might include Government or 'Corporation’.
W9 Received	Optional. Select 'Yes' or 'No' from the list to indicate if a W9 has been received for this vendor. Certain types of vendors may be required to have a W9 on file before they may be approved for use.
W-8BEN Received?	Optional. Select 'Yes' or 'No' from the list to indicate if a W-8BEN has been received for this vendor. Certain types of foreign vendors may be required to have a W-8BEN on file before they may be approved for use.
Backup Withholding Begin Date	Optional. Enter the effective date for backup or select it from the calendar , if the vendor is subject to backup withholdings.
Backup Withholding End Date	Optional. Enter the date to discontinue backup withholding or select it from the calendar , if the vendor is subject to backup withholdings.
Debarred	Optional. Select 'Yes' or 'No' from the list to indicate whether or not this vendor has been debarred. This designation indicates that an institution has been barred from doing business with this vendor by the state or federal government.

Title	Description
Currency Type	Required. Currency type of the vendor. Select the appropriate currency type from Currency Type list or select it the from the Currency Type lookup .
Payment Terms	Optional. Select from the Payment Terms list or select it from the Payment Term Type lookup . Payment terms include the number of days a payment is due and whether a discount is available for prompt payment.
Payment Method	Required. Payment method of the vendor. Select the appropriate method from Payment Method list or select it the from the Payment Method lookup .
Pre-Payment	Optional. Select 'Yes' or 'No' from the list to indicate whether or not this vendor accepts pre-payments.
Credit Card	Optional. Select 'Yes' or 'No' from the list to indicate whether or not this vendor accepts credit card payments.
Minimum Order Amount	Optional. Enter an amount if the vendor requires a minimum dollar amount for orders.
Shipping Title	Optional. Select a title from the Shipping Title list or select it from the Shipping Title lookup . The shipping title determines when ownership of the product takes effect. For example destination indicates that ownership takes effect when the product arrives at the delivery location.
Shipping Payment Terms	Optional. Select the terms from the Shipping Payment Terms list or select it from the Shipping Payment Terms lookup . This determines whether the institution pays for shipping charges.
DUNS Number	Optional. Enter the nine-digit vendor Data Universal Numbering System (DUNS) number if available. The DUNS number is a unique identifier for businesses that register with Dun and Bradstreet.
Vendor URL	Optional. Enter the URL for the vendor's website.
Confirmation	Optional. Select 'Yes' to indicate that this vendor needs a printed or faxed copy of a PO if the order has been phoned in. Select 'No' if an additional confirmation copy of the PO is not required by the vendor.
Sold To Vendor Number	Enter the number of the vendor that this vendor was sold to or search for the buyer from the Vendor Detail lookup .
Sold To Vendor Name	Display-only. Automatically displayed when the Sold To Vendor is entered.
Restricted	Optional. Select 'Yes' or 'No' from the list to indicate whether or not the use of this vendor is restricted. A restricted vendor is ineligible for APOs.
Restricted Date	Display-only. Automatically displayed by the system when 'Yes' is selected in the Restricted field.
Restricted Person Name	Optional. The system automatically displays the name of the document initiator when 'Yes' is selected for Restricted.
Restricted Reason	Required if Restricted is set to 'Yes. Enter a text description indicating why this vendor is restricted.
Remit Name	Optional. This field is for information purposes only and does not carry forward to payments requests or disbursement vouchers.
Active Indicator	Required. Select the check box if the vendor is active. Clear the check box if it is inactive.
Inactive Reason	Optional. If inactivating a currently active vendor, select a reason from the Inactive Reason list or select it from the Vendor Inactive Reason lookup . Examples might include 'Sold' or 'Out of Business.
Claim Interval	Optional. Enter the number of days that, following the approval of the PO, an item can be claimed. Titles will appear in the Receiving and Claiming Queue after the interval of days has past.

Title	Description
Transmission Format	Required. Transmission format of the vendor. Select the appropriate currency type from the Transmission Format list or select from the Transmission Format lookup
Preferred Transmission Format	Indicate whether or not the vendor transmission format/type is the preferred one or not. Required. Select the check box if the Transmission Format is the preferred format. Clear the check box if it is not the preferred format.
Transmission Type	Required. Transmission Type of the Transmission Format. Select the appropriate currency type from the Transmission Type list or select from the Transmission Type lookup Note Depending on the Transmission Type selected (Email, Fax, or Mail), you must have corresponding address information on an Address Tab with the Address Type set as Purchase Order. For example, if the Transmission Type selected is email, you must add an email address to the Address tab with the Address Type set as Purchase Order.
Connection Address	Optional. Address of the transmission type.
User Name	Optional. User Name of the transmission type.
Password	Optional. Transmission Type password.
Active Indicator	Required. Select the check box if the Transmission Format is active. Clear the check box if it is inactive.

Title	Description
Address Type	Required. Select an address type from the Address Type list or search for it from the Address Type lookup .
Address 1	Required. Enter the first line of the address information.
Address 2	Optional. If necessary, enter the second line of the address information.
City	Required. Enter the city name for this address.
State	Optional. Select the state from the State list or select it from the State Code lookup . State may be required under certain circumstances (such as when entering a US address).
Postal Code	Optional. Enter the postal code for this address. Postal code may be required under certain circumstances (such as when entering a US address).
Province	Optional. Enter the province for this address.
Country	Required. Select a country from the Country list or select it from the Country lookup .
Attention	Optional. Enter to whose attention it should be directed to, if you want this address to have an attention line.
URL	Optional. Enter a URL you want to associate with this vendor address.
Vendor Fax Number	Optional. Enter the vendor fax number you want to associate with this address.
Email Address	Optional. Enter the vendor email address you want to associate with this address.
Set as Default Address	Required. Select 'Yes' or 'No' from the list to indicate if this address should be used as the default for this vendor or not. Every vendor must have one default address.
Address Note	Optional. Enter additional information for the vendor’s address.
Active Indicator	Required. Select the check box if the address is active. Clear the check box if it is inactive.

Title	Description
Contact Type	Required. Select contact type from the Contact Type list or select it from the Contact Type lookup .
Name	Required. Enter the name of the contact.
Email Address	Optional. Enter the email address for this contact.
Address 1	Optional. Enter the first line of the address information for this contact.
Address 2	Optional. Enter the second line of the address information for this contact.
City	Optional. Enter the city name for this contact.
State	Optional. Select the state from the State list or select it from the State Code lookup .
Postal Code	Optional. Enter the postal code for this contact.
Province	Optional. Enter the province name for this contact.
Country	Optional. Select the country from the Country list or select it from the Country lookup .
Attention	Optional. Enter to whose attention it should be directed to, if you want this address to have an attention line.
Comments	Optional. Enter any additional comments about this contact.
Active Indicator	Required. Select the check box if the contact is active. Clear the check box if it is inactive.

Title	Description
Supplier Diversity	Required when the tab is used. Select the supplier diversity type from the Supplier Diversity list or select it from the Supplier Diversity lookup .
Active Indicator	Required. Select the check box if the supplier diversity type is active. Clear the check box if it is inactive.

Title	Description
Shipping Special Conditions	Required. Select the type from the Shipping Special Conditions Type list or select it from the Shipping Special Condition lookup.
Active Indicator	Required. Select the check box if the shipping special conditions type is active. Clear the check box if it is inactive.

Title	Description
Commodity Code	Optional. Enter the commodity code.
Commodity Default Indicator	Optional. Select the check box if this commodity code is to be used as the default for this vendor. This commodity code is used on APOs where an institution has indicated that the commodity code is required on POs but not on requisitions. Clear the check box if this commodity code is not to be used as the default.
Active Indicator	Optional. Select the check box if this commodity code is active for this vendor. Clear the check box if it is inactive for this vendor.

Title	Description
Search Alias Name	Required. Enter the alternate name that may be used to search for this vendor.
Alias Type	Optional. Identify the search alias type or select the type from the Alias Type lookup .
Active Indicator	Required. Select the check box if the search alias name is active. Clear the check box if it is inactive.

Title	Description
Phone Type	Required. Select the phone type from the Phone Type list or select it from the Phone Type lookup .
Phone Number	Required. Enter the phone number. Tip Foreign vendors will accept foreign phone numbers (for example (12) 34 567 1234, (345) 123-1234, 91 522 6565, 91-522-6565) however the Is this a foreign vendor? field must be marked as "yes".
Extension	Optional. Enter the extension for the phone number.
Active Indicator	Required. Select the check box if the vendor phone number is active. Clear the check box if it is inactive.

Title	Description
Acquisition Unit’s Vendor account / Vendor Info Customer #	Required. Enter the number this vendor uses to identify your institution or organization as a customer.
Chart Code	Required. Select the chart this customer number should be associated with from the Chart Code list or select it from the Chart lookup .
Account Number Owner (Organization Code)	Optional. Enter an organization code to associate with this customer number or select it from the Organization Code lookup .
Discount	Optional. Enter the value of the discount.
Discount Type	Optional. Select the type of discount.
Standard Delivery Carrier	Optional. Enter the Delivery Carrier or select it from the Carrier lookup .
Standard Delivery Carrier Interval	Optional. Enter the days from order date to delivery; used as default claim interval in POs
Active Indicator	Required. Select the check box if the customer number is active. Clear the check box if it is inactive.

Title	Description
Contract Name	Required. Enter the name used to identify this vendor contract.
Description	Required. Enter a text description that describes the contract.
Campus	Required. Select what institution campus this contract is associated with from the Campus list or select it from the Campus lookup .
Begin Date	Required. Enter the effective date of the contract or select it from the calendar .
End Date	Required. Enter the expiration date of the contract or select it from the calendar .
Contract Manager	Required. Select the name of the person at your institution who manages this contract from the Contract Manager list or search for it from the Contract Manager lookup .
PO Cost Source	Required. Select a cost source for this contract from the PO Cost Source list or search for it from the Purchase Order Cost Source lookup .
B2B Contract	Select the business-to-business contract (yes, no) from the list
Payment Terms	Required. Select the payment terms for this contract from the Payment Terms list or search for it from the Payment Term Type lookup .
Shipping Terms	Optional. Select the shipping terms for this contract from the Shipping Terms list or search for it from the Shipping Payment Terms lookup .
Shipping Title	Optional. Select a shipping title for this contract from the Shipping Title list or search for it from the Shipping Title lookup .
Extension Option Date	Optional. Enter the date up until the contract may be extended or select it from the calendar .
Default APO Limit	Optional. Enter the upper dollar amount for which automatic purchase orders (APOs) under this contract may be created.
Active Indicator	Required. Select the check box if the contract is active. Clear the check box if it is inactive.

VendorsChapter 9. Vendor

Note

Note

Note

Tip

Vendors
Chapter 9. Vendor