Reference Guide Accounts Payable Vendors

REFERENCE GUIDE – ACCOUNTS PAYABLE VENDORS

Request New Vendor or Request Change to Existing Vendor

1. Determine if there is a record already for the vendor & vendor address that you need. See Searching for Vendors for tips. Use the following process when the needed vendor or vendor address isn’t found. 2. Access PeopleSoft Finance: https://fsprd.umsystem.edu/prd/signon.html 3. Select: UM Applications > UM Vendor > Request New/Chng Existing Vndr 4. Click on the Add a New Value tab.

5. Type in the Vendor Name (Useful reference: Vendor Naming Conventions) and click The Short Name fields will now be filled in by the system. 6. Complete required fields (highlighted in green in the example, below): Address Line 1, City, State, Zip Code and TIN (taxpayer ID/social security number). 7. Complete other information on the Request form specific to this vendor or request. 8. If this is a request for a new vendor – skip to step 10. 9. If this is a request for a change to an existing vendor, check the Preexisting Vendor box. The Vendor ID field becomes

active and the SeqNum field appears: a) Enter the vendor number in the Vendor ID field. b) In the SeqNum box:  For correction to an existing address – enter the address sequence number of the address that needs to be changed.  For a new address – enter sequence number 01 (a new sequence number will be assigned). c) Update the Comment field indicating whether this is an address correction or a new address for this vendor. 10. Update the Comment field: If the vendor is an individual, indicate what type of payment will be made (be specific -e.g. key deposit refund, travel expense reimbursement) and provide other information pertinent to this Request.

11. Verify that the information you’ve entered is correct and click 12. The information will be routed for approval. Once approved, the vendor record is created or updated and within 24 hours of submitting the Request, an e-mail will be sent to you providing the vendor and address sequence number to use on the voucher. REFERENCE GUIDE – ACCOUNTS PAYABLE VENDORS

Searching for Vendors

You can search for a vendor either through the PS Search Options in the UM Web Applications or from within the PeopleSoft Non-PO voucher application:  UM Web Applications > Search Options (https://fscf.umsystem.edu/search_options/intro.cfm): Search for Vendor Name based on Vendor Naming Conventions, below.

 PeopleSoft Non-PO Voucher (https://fsprd.umsystem.edu/psp/prd/?cmd=login) Accounts Payable > Vouchers > Add/update > Regular Entry): Search by Short Vendor Name using the first 10 characters of the Vendor Name with no punctuation (Useful reference: Vendor Naming Conventions, below).

Vendor Naming Conventions

 Vendor records are entered in all upper case; no punctuation; no acronyms are used; directionals are abbreviated (e.g. S, N, SW)  People’s Names: LASTNAME,FIRSTNAME (no spaces, e.g. MINER,JOE); no titles (Mr, Ms, Dr).  The following abbreviations are used for words in the vendor name or vendor address: Administration ADMN Education EDUC Management MGMT Agriculture AG Employment EMPL Manufacturing MFG American AMER Engineer(ing) ENGR Marketing MKTG Associate(s) ASSOC Environment(al) ENV Medical MED Association ASSN Equipment EQUIP National NATL Biology(ical) BIO Executive EXEC Nutritional NUTR Building BLDG Extension EXT Production PROD Center CTR Federal/Federated FED Professional PRO Chemistry(ical) CHEM Foundation FNDTN Psychiatry/Psychology PSYCH Columbia COL General GEN Publication/Publishing PUB Commission COMM Government GOVT Rehabilitation REHAB Company CO Hospital HOSP Saint Louis STL Cooperative COOP Incorporated INC Science(s) SCI Corporation CORP Information INFO Service(s) SVC County CTY Institute INST Society SOC Department(al) DEPT International INTL System(s) SYS Development(al) DEV Kansas City KC Technical(ology) TECH Diagnostic DIAG Laboratory LAB United States US District DIST Library LIB University UNIV Division(al) DIV Limited LTD Veterinary(ian) VET Economic ECON