Naming Conventions and Data Entry ... - Cook County, Illinois



Naming Conventions and Data Entry InstructionsVendor / Supplier Naming ConventionBefore entering a new vendor, query the system for their FEIN and address to verify that they are not already entered, and that the vendor site being requested doesn’t already exist for that vendor for the requesting OU.Maximum of 50 characters for supplier/customer name. NOTE that there over 50 characters in the vendor name field, but only the first 50 will appear on a check. All name and address information should be in all CAPS and match the vendor name on the vendor’s W-9 form. If only initials are provided for a first and middle name they should be entered together, i.e. “LS SMITH”.Eliminate spaces within proper names, e.g., Sam Mc Donald is “SAM MCDONALD”.Enter suffixes without commas (i.e. “DAVID SMITH JR”, “123 COMPANY INC”).If a company is a sole proprietorship that uses the owner’s full name as business name, enter it as normal with a the recommended business suffix…”JOHN WILLIAMS LLC”, “JOE SMITH INC”.Use standard abbreviations (CO, CORP, CTR, DBA, DEPT, DIV, INC, INST, INTL, LTD, MGT, NATL, SVCS, SOC, UNIV). See following sections for more complete lists of standard abbreviations.Do not enter titles on individual’s names. e.g. Mr, Mrs, Ms, Miss, Dr, Prof.No punctuation except an ampersand (&) or apostrophe (‘) IF they are part of the legal company name, e.g. “PHYLLIS O’SHEA AND ASSOCIATES”.Replace hyphens with spaces, e.g. “JANET JONES SMITH”.Do not begin a vendor name with “a, an, or the” unless it is part of the legal company name.No spaces or periods between initials in company names, i.e. “ABC DISTRIBUTING”No acronyms in vendor names except where the whole name is abbreviated (“IBM”).City names in vendor names should be spelled out in their entirety.The following are common words used in supplier names. For consistency, the standard abbreviations for these words (in parentheses) may be used if required to shorten vendor name below 50 mon Abbreviations in Vendor NamesAdministration (ADMN)Engineer(ing) (ENGR)Marketing (MKTG)American (AMER)Environment(al) (ENV)Medical (MED)Associate(s) (ASSOC)Equipment (EQUIP)National (NATL)Association (ASSN)Executive (EXEC)Nutritional (NUTR)Biology(ical) (BIO)Extension (EXT)Production (PROD)Building (BLDG)Federal/Federated (FED)Professional (PRO)Center (CTR)Foundation (FNDTN)Psychiatry/Psychology (PSYCH)Commission (COMM)General (GEN)Publication/Publishing (PUB)Company (CO)Hospital (HOSP)Rehabilitation (REHAB)Cooperative (COOP)Incorporated (INC)Saint Louis (STL)Corporation (CORP)Information (INFO)Science(s) (SCI)County (CTY)Institute (INST)Service(s) (SVC)Department(al) (DEPT)International (INTL)Society (SOC)Development(al) (DEV)Kansas City (KC)System(s) (SYS)District (DIST)Laboratory (LAB)Technical(ology) (TECH)Division(al) (DIV)Library (LIB)United States (US)Economic (ECON)Limited (LTD)University (UNIV)Education (EDUC)Management (MGMT)Veterinary(ian) (VET)Employment (EMPL)Manufacturing (MFG)?No abbreviations to key words in vendor names (only abbreviate common words).Example:CorrectIncorrectPACIFIC BELLPAC BELLPACIFIC GAS & ELECTRIC COMPANYP G & EExamples of common proper vendor name entries:CorrectIncorrectJC JONESJ.C. JONESA T & TA.T.&T.PAUL ARMSTONG JRPAUL ARMSTRONG, JR.THE CHICAGO COMPANY INCThe Chicago Co, Inc.SMITH JONES & COMPANYSMITH, JONES & COMPANYVendor / Supplier Site Naming ConventionMaximum of 50 characters for address field. NOTE that there over 50 characters in this field, but only the first 50 will appear on a check. Operating Units are CCP (Cook County), CCH (Cook County Hospital), and CCF (Forest Preserve District).The Vendor Address Name will always be “Address Zip Code-3 digit suffix”, and Vendor Site Code will always be “Operating Unit-Address Zip Code-3 digit suffix”, i.e. CCP-60404-001, CCH-60611-001, CCP-60612-001.If a vendor has more than one address, the 3-digit suffix in the Address Name should be a consecutive number.For example, if a CCH vendor has a PO site in zip 60604 and a distribution site in zip 60617, the Address Names would be 60604-001 and 60617-002, and the Site Codes would be CCH-60604-001 and CCH-60617-002. If they also need a payment address added that also resides in zip 60604, the Address Name would be 60604-003 and the Site Code would be CCH-60604-003. If CCP wanted to also use the 60604-003 address, they would create site CCP-60604-003.If a vendor site is required for multiple operating units (for example, the vendor site is used for FPD and CCH), the site must be entered for each operating unit (i.e. a common vendor site would be entered as CCF-60602-001 and CCH-60602-001).Vendor / Supplier Address Naming ConventionUse all caps, no commas, periods, or special characters (i.e. no “#”) in addresses.If a company has a department or division that needs to be referenced on the mailing address, it should NOT be made part of the supplier’s name. Instead, it should be listed on the first line of the address information.CorrectIncorrectCITY OF CHICAGO (Supplier Name field)DEPARTMENT OF REVENUE (Address Line 1 field)121 N LASALLE ST, RM 100 (Address Line 2 field)CITY OF CHICAGO--DEPT OF REVENUE (Supplier Name field)121 N LASALLE STREET, RM 100 (Address Line 1 field)PO Box—use “PO BOX” as the standard entry for locations with PO boxes. If the first line is used with a street address, PO BOX should go on second address line.Spell out numeric streets if number 1-10, use number in street if over 10 (i.e. 1st Street = “FIRST ST”, 159th Street = “159TH ST”).Use the following abbreviations for secondary address unit designators:Address Unit AbbreviationsApartment (APT)Room (RM)Department (DEPT)Unit (UNIT)Floor (FL)Suite (STE)Building (BLDG)??Abbreviate directions with N, S, E, W, NE, NW, SE or SW, unless the directional is the primary street name. e.g. NORTH AVEAlways use the following street abbreviations:Street AbbreviationsAvenue (AVE)Place (PL)Road (RD)Highway (HWY)Lane (LN)Drive (DR)Boulevard (BLVD)Route (RTE)Street (ST)Parkway(s) (PKWY)Rural Route (RR)Freeway (FWY)Circle (CIR)Court (CT)Terrace (TER)Use the two letter postal abbreviation for States in the state field.Use Zip + 4 where possible.International addresses—last line should be country name written in full (not abbreviated). International addresses must have compatible states with their appropriate countries.Examples of common proper vendor address entries:CorrectIncorrect123 PINE ST123 Pine Street55776 N AUSTIN WAY55776 N. AUSTIN WAY784 W FIELDING ST784 WEST FIELDING ST10047 MASON CTPO BOX 4PO BOX #410047 MASON COURT900 FIRST ST900 1ST STAppendix: Other Common AbbreviationsState, Territory, and Province AbbreviationsALABAMA (AL)MISSISSIPPI (MS)WEST VIRGINIA (WV)ALASKA (AK)MISSOURI (MO)WISCONSIN (WI)ARIZONA (AZ)MONTANA (MT)WYOMING (WY)ARKANSAS (AR)NEBRASKA (NE)?CALIFORNIA (CA)NEVADA (NV)AMERICAN SAMOA (AS)COLORADO (CO)NEW HAMPSHIRE (NH)FEDERATED STATES OF MICRONESIA (FM)CONNECTICUT (CT)NEW JERSEY (NJ)GUAM (GU)DELAWARE (DE)NEW MEXICO (NM)MARSHALL ISLANDS (MH)DISTRICT OF COLUMBIA (DC)NEW YORK (NY)NORTHERN MARINANA ISLANDS (MP)FLORIDA (FL)NORTH CAROLINA (NC)PALAU (PW)GEORGIA (GA)NORTH DAKOTA (ND)PUERTO RICO (PR)HAWAII (HI)OHIO (OH)VIRGIN ISLANDS (VI)IDAHO (ID)OKLAHOMA (OK)Alberta (AB)ILLINOIS (IL)OREGON (OR)British Columbia (BC)INDIANA (IN)PENNSYLVANIA (PA)Manitoba (MB)IOWA (IA)RHODE ISLAND (RI)New Brunswick (NB)KANSAS (KS)SOUTH CAROLINA (SC)Newfoundland (NF)KENTUCKY (KY)SOUTH DAKOTA (SD)Nova Scotia (NS)LOUISIANA (LA)TENNESSEE (TN)Northwest Territories (NT)MAINE (ME)TEXAS (TX)Ontario (ON)MARYLAND (MD)UTAH (UT)Prince Edward Island (PE)MASSACHUSETTS (MA)VERMONT (VT)Quebec (QC)MICHIGAN (MI)VIRGINIA (VA)Saskatchewan (SK)MINNESOTA (MN)WASHINGTON (WA)Yukon Territory (YT) ................
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