Vendors

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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:

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 edit Vendor documents please log in as someone assigned to one of the following roles: OLE-SELECT Acquisitions-AQ3, Acquisitions-AQ4, Acquisitions-AQ5, OLE-Invoicing, OLE_Prepayment, OLE_ACQ-MGR, OLE_Acquisitions, OLE_ACQ-Mgr-serials, OLE_Acquisitions-serials, OLE_License_Mgr, OLE_ERMS and OLE SYS User.

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. The OLE ACQ-mgr role may create and blanket approve a new vendor.

If the Vendor is Foreign, then additional fields are required, such as Currency Type shown in the tab below, and Is this a foreign vendor in the Vendor main tab. These data values will tie into currency conversion on requisitions, purchase orders and payment requests, as well as financial accounting with university systems.

The Vendor document offers a unique option from the Vendor Detail Lookup screen, called Create Division. This option is available only for ‘parent’ vendors (that is, vendors for which the Vendor Parent Indicator on the Vendor tab is set to ‘Yes’).

The Create Division option allows you to group entities under the same corporate office with the same Tax ID ('parent vendor'). You might use this feature to add information about the separate divisions or branches, without having to duplicate the corporate information. A division has a different name from the parent.

The create division link is available only for the 'parent' vendors. When you click the create division link, a new Vendor document is initiated and the information from the Corporate Information section of the Vendor tab is copied from its Corporate Vendor and remains display-only.

This is an inherited function from KFS.  Divisions must be used for full Customer Relationship Management (CRM) type functions. However, if you want to account for a library organization’s specific Vendor account number without creating a division, you may enter the customer number and the Organization Code for the Account Number Owner on the Acquisition Unit Vendor Accounts tab.  You may also add specific vendor discounts associated with the library organization’s customer number, as well as Standard Delivery Carrier and carrier’s standard interval of service (expressed as days/hours).

In the Vendor document, many tabs allow you to enter multiple sets of information ('Collections') for the tab. For example, you may add multiple addresses, contacts, phone numbers, etc. for a single vendor.

To add additional sets of information, complete the tab again and click .

When a set of information is added it is collapsed but may be viewed by clicking individually.

In the Vendor document, not all the tabs are required for the creation of the Vendor record. For example, not all the vendors have supplier diversity requirement or multiple phone numbers. Nonetheless the required fields within these tabs are noted with an asterisk in the event that you decide to complete the information.

The Vendor document has various tabs including the Vendor, Transmission Format, Address, Contact, Supplier Diversity, Shipping Special Conditions, Vendor Commodity Codes, Search Alias, Vendor Phone Number, Acquisitions Unit Vendor Accounts, and Contracts tabs.

The Vendor document is broken into two images below:

The Vendor tab collects fundamental information about a vendor such as the name, tax status and details. It is composed of three sections: General Information, Corporate Information and Detail Information sections.

General information includes the Vendor Name and a system-assigned Vendor Number. This number is assigned when the document is approved.

General Information section definition

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.

Note

Either the vendor name or vendor first name and last name are required to identify the vendor.

The Corporate Information section includes the vendor tax information, such as tax number, ownership type, which tax forms are on file and any special withholdings or debarred information.

Corporate Information section definition

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.

The Detail Information section contains additional data about the vendor including payment and shipping terms and whether or not they are restricted or inactive and why.

Detail Information section definition

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.

The Transmission Formattab allows users to choose how purchase orders will be sent to vendors. Transmission formats could be EDI or PDF files while the transmission type could be set to FTP, Email, Mail, etc.

Be sure to select at least one Preferred Transmission Format on the Transmission format tab.

After entering the new transmission format information, click to add it to the document.

Transmission Format tab definition

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.

The Address tab collects address information for a vendor. Different types of addresses may be entered, such as one for mailing purchase orders and another for remittance of payments. Vendors of a particular type may be required to have at least one address of a certain type (such as at least one 'remit to' address). Every vendor must have one default address.

After entering an address, click to add it to the document.

Note

For more information about adding multiple addresses, see 'Collections'.

Address tab definition

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.

The Contact tab collects contact information for a vendor. Different types of contacts may be entered, such as sales, technical and customer service representatives.

Contact tab definition

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.

After entering a contact, click to add it to the document.

Note

For more information about adding multiple contacts, see 'Collections'.

The Supplier Diversity tab is used to indicate if any recognized supplier diversity categories apply to this vendor. The Small Business Administration has defined supplier diversity categories which may be based on size (small business), ownership (woman or minority owned), and/or geographical location (local).

Supplier Diversity definition

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.

After selecting a supplier diversity type, click to add it to the document.

Note

For more information about adding multiple supplier diversity types, see 'Collections'.

The Shipping Special Conditions tab is used to indicate whether Accounts Payable is allowed to pay for additional freight charged when the vendor invoices for goods or services. Examples might include 'Express,' or 'Insured.'

Shipping Special Conditions tab definition

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.

After selecting a shipping special condition, click to add it to the document.

Note

For more information about adding multiple shipping special condition types, see 'Collections'.

The Vendor Commodity Codes tab is used to assign commodity codes to this vendor. A commodity code may be added only by a Purchasing Department staff member.

The Purchasing Department assigns commodity codes to vendors in order to track spending by category. A vendor may be assigned multiple commodity codes. For example, a local company that both prints and designs documents might have two different commodity codes, one for printing and one for design.

Note

For information about adding commodity codes, see Commodity Code.

Vendor Commodity Codes tab definition

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.

After entering a commodity code, click to add it to the document.

Note

For more information about adding multiple commodity codes, see 'Collections'.

The Search Alias tab is used to define other names that may be used when searching for this vendor. Search aliases can be used in future lookups as abbreviated forms of long vendor names, or to denote external vendor codes or standard address numbers (SAN). Alias types include Abbreviation, Vendor Code, etc.

Search Alias tab definition

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.

After entering a search alias, click to add it to the document.

Note

For more information about adding multiple aliases, see 'Collections'.

The Vendor Phone Number tab collects phone numbers for this vendor. It may be used to define various types of phone numbers. Examples of different phone number types include 'Toll Free,' 'Mobile,' and 'Purchase Order.'

Vendor Phone Number tab definition

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.

After entering a phone number, click to add it to the document.

Note

For more information about adding multiple phone numbers, see 'Collections'.

The Acquisition Unit Vendor Account tab collects information about numbers the vendor uses to identify your institution. Multiple customer numbers may exist for the same vendor and they are specific to a chart and organization.

This is where libraries can record local account information for different departments purchasing authority within the same vendor e-doc.

Acquisition Unit Vendor Accounts tab definition

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.

After entering a phone number, click to add it to the document.

The Contracts tab collects information about contracts your institution has with this vendor. It includes information such as who manages the contract for your institution, when it begins and ends, any special payment or shipping terms that may specifically apply to the vendor. The Contracts tab is viewable only by the members of the OLE-PURAP Purchasing Processor role.

Contracts tab definition

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.

After entering a contract, click to add it to the document.

Note

For more information about adding multiple contracts, see 'Collections'.

Note

Note: In many of the tabs, at least one address or contact etc. must have Active Indicator checked. Otherwise when the user tries to submit the Vendor e-doc, the system will display an error message. If you input any information on the other tabs, then their local tab requirements are noted with asterisks as well.

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