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AOS Vendor File PowerPoint PPT Presentation

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AOS Vendor File. Jessica Gillum Maegan Walker Brandon LaTour . Vendor File Ownership. As of Monday, August 25, 2008, AOS became the official holder of the PS vendor file. Any changes, corrections, and/or additions to the vendor file must be submitted to AOS in writing.

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AOS Vendor File

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Aos vendor file l.jpg

AOS Vendor File

Jessica Gillum

Maegan Walker

Brandon LaTour

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Vendor File Ownership

  • As of Monday, August 25, 2008, AOS became the official holder of the PS vendor file.

  • Any changes, corrections, and/or additions to the vendor file must be submitted to AOS in writing.

  • AOS would like to thank IDOA, Myra Wilson, and her staff for their support and assistance.

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Vendor Guidelines – W9’s

  • All W9’s must be submitted with a matching Direct Deposit form, and must be signed.

  • Vendor signed W9’s are required to satisfy IRS reporting requirements. All vendors must comply.

  • The forms must be complete, legible, and sent to AOS together.

  • Please, send them to the AOS service center only.

  • Emergency additions may be submitted via email or fax with prior approval.

  • Employee W9 and DD’s must be submitted after the employee receives their first state paycheck.

  • If a vendor has a change of address, mark the W9 ‘change of address’ and reference the old address. In the event of an obvious typographical error, an email will suffice.

  • If you are waiting on a Direct Deposit from a vendor, do not submit the W9 by itself marked SDO, please.

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Vendor Guidelines - Direct Deposit

  • Signed Direct Deposits must be sent with a matching W9.

  • They must be complete and legible.

  • Attaching a voided check to Section 2, instead of having the bank complete it, is acceptable. Section 1 must be signed by the vendor.

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A Correct W9

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A Correct DD

If you do not have a voided check to attach, the vendor must have the bank fill out Section 2.

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A Correct Change of Address

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Additional Notes

  • Check VINQ and PS before sending the W9 and DD forms to AOS to ensure that the vendor is not already available for payment.

  • VINQ is still the official record until AOS goes live.

    • Please run your SOIAP008 report and check the AOS FID# column to assure the vendor is available for payment.

    • (Note: ‘No Auditor of State Payment’ values are ineligible for payment.)

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Differences between PS and VINQ

  • Please e-mail screen shots of the problem to either Maegan or Jessica.

  • Active addresses in PS will not receive ‘new’ locations. For AP Voucher entry, please select a location and change the address to the remit address you need.

  • Procurement vendors may need new locations, please put “PROC LOC” in the subject line of an email, provide the QPA number, vendor number, and reference which addresses should be marked for order and remit.

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Procurement Changes

Subject: PROC LOC

PS Vendor ID:123456

Order/Invoice: Adr 2

Remit: Adr 1

QPA/Contract #: 10000

Payables Locations

Subject: Payables LOC

PS Vendor ID: 123456

Need Remit: Adr 6

This type of payment location change should be very infrequent.

Requests for Location Changes

  • Also, remit addresses for PROC and payables must be an active and available address in VINQ.

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Procurement Locations

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Payables Location

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Location Names

  • AOS is still trying to define how locations are named now and how they will look after conversion.

  • For now, we are going to leave locations numbered as 000001, 000002, etc.

  • We will try to change location descriptions to make them more user friendly based on QPA’s, contracts, and payables functions upon conversion when AOS goes live.

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We are implementing some standard abbreviations for vendors. This may help in the search process.

Associates = assoc

Association = assn

International = intl

Department = dept

Division = div

Incorporated = inc

Corporation = corp

Manufacturing = mfg

National = natl

University = univ

Foundation = fdtn

Center = ctr

County road = Co Rd

Distribution = dist

Metropolitan School District = MSD

Standard Abbreviations

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  • We are trying to stay in the same time frame for entering W9’s as the upload desk.

  • Please allow 4-5 business days for W9’s to be added, changed, and/or removed.

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If you haven’t already, please sign in…

  • AOS is creating a mass distribution email list for anyone who selects vendors. We hope to be able to communicate with everyone regarding any major vendor file or procedure changes.

  • Hopefully, this will make everyone’s lives easier.

  • If you know of anyone who needs to be added to the distribution list, email Jessica or Maegan and we will add them to the list.

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Contact Information

  • Jessica Gillum, 317-232-3302,

    [email protected]

  • Maegan Walker, 317-233-2674, [email protected]

  • Brandon LaTour, 317-232-4736, [email protected]

  • Mary Reilly, 317-233-5763,

    [email protected]

  • Fax: 317-234-1916

  • Service Center: 200 W Washington St., Room 144, Indianapolis, IN 46204

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Questions/ Comments???

Thank you for attending.

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