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Vendors. Advantage Financial System. Vendors. Each person or entity that ASU pays must be setup as a vendor Each vendor in Advantage is assigned a unique vendor number A business with multiple locations will use the same vendor number with a unique address indicator. Vendors.

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Vendors


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    1. Vendors Advantage Financial System

    2. Vendors Each person or entity that ASU pays must be setup as a vendor Each vendor in Advantage is assigned a unique vendor number A business with multiple locations will use the same vendor number with a unique address indicator

    3. Vendors Vendor Numbers: Businesses – Federal Tax ID number Individuals – an ASU assigned F31- number Employees and Students – ASU Affiliate ID

    4. Miscellaneous Vendor Codes One-time use codes that allow name and address to be manually entered on payment REFUND – used to pay individuals less than $250 on PVQ documents INTV1 – used to pay interviewee expenses on PVQ documents

    5. Vendors To find an existing vendor: Search for the vendors name on VNAM Search for the vendor number on VEND

    6. Vendor Tables VNAM – search by vendor name

    7. Vendor Tables VNAS – search by vendor sort name

    8. Vendor Tables VEND – search by vendor number

    9. Vendor Tables VEN2 – verify the address

    10. Vendor Tables VEN3 – verify tax information

    11. Vendor Tables VNA2 - verify the vendor is not marked Do Not Use on (DNU will list the valid vendor number)

    12. ASU Vendors On-campus Service Departments provide goods or services to departments and are listed as Vendors Lists of on-campus vendor codes are available from Financial Services List by Vendor Code List by Vendor Name

    13. Vendor Setup If a Vendor does not exist in Advantage, they must be setup before payment can be made The department creates a VE (Vendor Entry) document and applies Level 1 approval The VE, along with appropriate backup, is submitted to the Advantage Helpline for processing

    14. Vendor Setup Accepted VE backup documentation: Off-Campus Vendors – a completed ASU Substitute W9 or IRS Form W9 Foreign Vendors – IRS Form W-8BEN ASU-Affiliated Individuals – no backup needed, Advantage Helpline will verify employment or student enrollment

    15. VE: ASU Employee Enter the Affiliate ID as the vendor number

    16. VE: ASU Employee Enter the Affiliate’s name as it will appear on the check

    17. VE: ASU Employee Enter the department name and mail code for delivery

    18. VE: ASU Employee Enter the Sort Name as Last, First

    19. VE: ASU Employee Enter your first name, phone extension, and date of entry

    20. VE: ASU Employee Enter “Y” to mark the vendor as an Individual

    21. VE: ASU Employee Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter Press the F7 key

    22. VE: ASU Employee After Editing, the VE will populate the entry date and move to PEND1 status for approvals

    23. VE: Off-Campus Individual Enter “INDIVIDUAL” for the vendor number if the vendor is using their SSN; if not, enter the Tax ID number

    24. VE: Off-Campus Individual Enter the individual’s name as it will appear on the check

    25. VE: Off-Campus Individual Enter the individual’s address

    26. VE: Off-Campus Individual Enter the individual’s telephone and fax number, if provided

    27. VE: Off-Campus Individual Enter the Sort Name as Last, First

    28. VE: Off-Campus Individual Enter your first name, phone extension, and date of entry

    29. VE: Off-Campus Individual Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter Press the F7 key

    30. VE: Off-Campus Individual After Editing, the VE will populate the entry date and move to PEND1 status for approvals

    31. VE: Off-Campus Business Enter the Tax ID Number of the company

    32. VE: Off-Campus Business Enter the company name as it will appear on the check

    33. VE: Off-Campus Business Enter the company address

    34. VE: Off-Campus Business Enter the company telephone and fax number, if provided

    35. VE: Off-Campus Business Enter the a contact at the company, if provided

    36. VE: Off-Campus Business Enter the company name

    37. VE: Off-Campus Business Enter your first name, phone extension, and date of entry

    38. VE: Off-Campus Business Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter Press the F7 key

    39. VE: Off-Campus Business After Editing, the VE will populate the entry date and move to PEND1 status for approvals

    40. VE: Foreign Entity Enter “FOREIGN” for the vendor number

    41. VE: Foreign Entity Enter the company name as it will appear on the check

    42. VE: Foreign Entity Enter the entire address including city and postal code on address lines 1 and 2

    43. VE: Foreign Entity Enter the country name (no abbreviations) in the city field

    44. VE: Foreign Entity State and zip code fields should be left blank

    45. VE: Foreign Entity Enter the telephone and fax number, if provided

    46. VE: Foreign Entity Enter a contact at the company, if provided

    47. VE: Foreign Entity Enter the company name

    48. VE: Foreign Entity Enter your first name, phone extension, and date of entry

    49. VE: Foreign Entity Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter Press the F7 key

    50. VE: Foreign Entity After Editing, the VE will populate the entry date and move to PEND1 status for approvals