Missouri S&T
REFERENCE GUIDE – ACCOUNTS PAYABLE VENDORSRequest New Vendor or Request Change to Existing VendorDetermine 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.Access PeopleSoft Finance: : UM Applications > UM Vendor > Request New/Chng Existing VndrClick on the Add a New Value tab.Type in the Vendor Name (Useful reference: Vendor Naming Conventions) and click The Short Name fields will now be filled in by the plete required fields (highlighted in green in the example, below): Address Line 1, City, State, Zip Code and TIN (taxpayer ID/social security number). Complete other information on the Request form specific to this vendor or request.If this is a request for a new vendor – skip to step 10.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:Enter the vendor number in the Vendor ID field. 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).Update the Comment field indicating whether this is an address correction or a new address for this vendor.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.Verify that the information you’ve entered is correct and click Required information to request a change to existing vendor recordRequired information for all Vendor RequestsThe 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. If the vendor wants payment by direct deposit (ACH), check the ACH box & attach a completed direct deposit form to the Request.Check one or more of these boxes when appropriate for the vendor or request.REFERENCE GUIDE – ACCOUNTS PAYABLE VENDORSSearching for VendorsYou 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 (): Search for Vendor Name based on Vendor Naming Conventions, below. PeopleSoft Non-PO Voucher () 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 ConventionsVendor 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 ADMNEducation EDUCManagementMGMTAgriculture AGEmployment EMPLManufacturingMFGAmerican AMEREngineer(ing) ENGRMarketingMKTGAssociate(s) ASSOCEnvironment(al) ENVMedicalMEDAssociation ASSNEquipment EQUIPNationalNATLBiology(ical) BIOExecutive EXECNutritionalNUTRBuilding BLDGExtension EXTProductionPRODCenter CTRFederal/Federated FEDProfessionalPROChemistry(ical) CHEMFoundation FNDTNPsychiatry/PsychologyPSYCHColumbia COLGeneral GENPublication/PublishingPUBCommission COMMGovernment GOVTRehabilitationREHABCompany COHospital HOSPSaint LouisSTLCooperative COOPIncorporated INCScience(s)SCICorporation CORPInformation INFOService(s)SVCCounty CTYInstitute INSTSocietySOCDepartment(al) DEPTInternational INTLSystem(s)SYSDevelopment(al) DEVKansas City KCTechnical(ology)TECHDiagnostic DIAGLaboratory LABUnited StatesUSDistrict DISTLibraryLIBUniversityUNIVDivision(al) DIVLimitedLTDVeterinary(ian)VETEconomic ECON ................
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