Adding a SCPRS supplier

Purpose: The purpose of this topic is to demonstrate how to enter a new vendor request in FI$Cal.

Scenario: During a SCPRS entry, you discovered the vendor associated with the purchase document is not available in the vendor file. You must add a new vendor using the signed "Payee Data Record" (STD. 204, Rev. 6/2003).

Role: Department Vendor Processor

Steps:

1. In this scenario, you are attempting to create a new SCPRS entry. Proceed to search for the desired vendor associated with this transaction.

   Step 1

2. Click the Look up Vendor ID button.

   Step 2

3. Use this page to enter search criteria to help find the desired vendor.

   Step 3

4. Click in the Name 1 field.

   Step 4

5. Enter the desired information into the Name 1 field.

    

   Enter a valid value e.g. "Nelson Landscaping".

   Step 5

6. Click the Look Up button.

   Step 6

7. Make sure you have tried using multiple different search criteria to locate the vendor.

    

   If the vendor you are looking for is not found here after multiple search attempts, you will need to obtain a STD. 204 from that vendor and complete the following process.

   Step 7

8. Click the Cancel button.

   Step 8

9. Click the New Window link.

   Step 9

10. Clicking the New Window link opens a new FI$Cal window in a separate browser tab, so you have not lost any data you entered on the previous page.

    Step 10

11. Click the Home link.

    Step 11

12. Next, navigate to the Vendor Information page to begin the process of uploading a new vendor's information.

     

    Click the Main Menu button.

    Step 12

13. Click the Vendors menu.

    Step 13

14. Click the Vendor Information menu.

    Step 14

15. Click the Add/Update menu.

    Step 15

16. Click the Vendor menu.

    Step 16

17. Click the Add a New Value tab.

    Step 17

18. The Add a New Value tab is used to create a new vendor in FI$Cal.

     

    The Find an Existing Value tab is used to search for existing information in FI$Cal.

    Step 18

19. The SetID will default to "STATE" and the Vendor ID will default to "NEXT."

     

    Once the record is saved, FI$Cal will automatically assign the next available Vendor ID to the new vendor.

    Step 19

20. The Persistence field indicates how the vendor will be paid and should remain as the default "Regular."

    Step 20

21. Click the Add button.

    Step 21

22. The Identifying Information tab is displayed. This tab is used to record primary information about the vendor, such as their legal name, classification (corporation, partnership, sole proprietorship, etc.) and their TIN.

    Step 22

23. The Vendor Name 1 field is used to record the Payee's Legal Name and should adhere to the naming standards defined in the FI$Cal Vendor Record Naming Standards section of the Vendor Management Desk Manual.

     

    Click in the Vendor Name 1 field.

    Step 23

24. Enter the desired information into the Vendor Name 1 field.

     

    Enter a valid value e.g. "Nelson Landscaping".

    Step 24

25. The Vendor Short Name field is used to record the first 10 characters of the Vendor Name 1 field (no spaces, all CAPS).

     

    Click in the Vendor Short Name field.

    Step 25

26. Enter the desired information into the Vendor Short Name field.

     

    Enter a valid value e.g. "NELSONLAND".

    Step 26

27. The Classification field is used to record the type of vendor.

     

    Click the Classification list.

    Step 27

28. Click the Corporation list item.

    Step 28

29. The Persistence field is used to indicate how the vendor should be paid and will default to "Regular."

     

    This information will come over from the Add a New Value page.

    Step 29

30. For new vendor requests, the Vendor Status field will default to "Unapproved."

     

    When the Vendor Management Unit has approved the vendor, this status will be updated to "Approved."

    Step 30

31. The Withholding checkbox is used to indicate whether the vendor is subject to withholding.

     

    Click the Withholding option.

    Step 31

32. The Open for Ordering checkbox defaults to checked.

     

    This box must be checked in order to generate a purchase order for this vendor.

    Step 32

33. The Additional ID Numbers section is used to enter the vendor's TIN.

    Step 33

34. Click the Expand section button for the Additional ID Numbers section.

    Step 34

35. Click the Look up Type button.

    Step 35

36. Click the Tax Identification Number link.

    Step 36

37. From the STD. 204 "Payee Entity Type" section, enter the appropriate 9-digit Federal Employer Identification Number (FEIN) or Social Security Number (SSN). Do not include hyphens or spaces.

     

    SSNs will be masked by FI$Cal.

     

    Click in the ID Number field.

    Step 37

38. Enter the desired information into the ID Number field.

     

    Enter a valid value e.g. "214547767".

    Step 38

39. Foreign vendors must provide a valid TIN to be created in FI$Cal.

     

    A TIN/name match check will occur as a batch process on a nightly basis. Any mismatches will be collected by the VMU and sent to the department.

    Step 39

40. Use the Check for Duplicate button to make sure the vendor you are creating does not already exist. FI$Cal will validate that the TIN and vendor name combination are not already in use by another vendor record.

     

    Click the Check for Duplicate button.

    Step 40

41. You have confirmed that this is a new vendor entry.

     

    Click the OK button.

    Step 41

42. The completed and signed STD 204 must be scanned outside of FI$Cal and saved using the following naming convention:

     

    "STD 204 <signed date in MMDDYYYY format> <DEPT'S ACRONYM>".

     

    (e.g. STD 204 07162013 OEHHA)

    Step 42

43. The Attachments link is used to attach the STD. 204 to the new vendor request.

     

    Click the Attachments (0) link.

    Step 43

44. Click the Add Attachment button.

    Step 44

45. Click the Browse... button.

    Step 45

46. Select the file you wish to attach.

     

    Click the STD 204 07162013 OEHHA list item.

    Step 46

47. Click the Open button.

    Step 47

48. Click the Upload button.

    Step 48

49. Click the OK button.

    Step 49

50. Click the scrollbar down to view the bottom of the page.

     

    Click the Vertical scrollbar.

    Step 50

51. The Comments section can be used to document any comments on the vendor, if any.

     

    Click the Expand section button for the Comments section.

    Step 51

52. Click in the Comments field.

    Step 52

53. Enter the desired information into the Comments field. 

     

    Enter a valid value e.g. "Enter comments about vendor here".

    Step 53

54. Click the scrollbar up to view the top of the page.

     

    Click the Vertical scrollbar.

    Step 54

55. Click the Address tab.

    Step 55

56. The Address tab is used to record all addresses for a vendor.

    Step 56

57. Each new address added has an auto-generated Address ID with a description field to help identify a specific address and any associated phone numbers.

    Step 57

58. For a new vendor record, enter the term "LEGAL ADDR" in the Description field.

     

    This will be the "Business Address" listed on the STD. 204.

     

    Click in the Description field.

    Step 58

59. Enter the desired information into the Description field. 

     

    Enter a valid value e.g. "LEGAL ADDR".

    Step 59

60. The Details section is used to record the business address from the STD. 204 using the appropriate naming standards.

    Step 60

61. The Effective Date field defaults to the current date, but can be future-dated if needed.

    Step 61

62. The Effective Status field will default to "Active."

    Step 62

63. Click in the Address 1 field.

    Step 63

64. Enter the desired information into the Address 1 field. 

     

    Enter a valid value e.g. "125 South Street".

    Step 64

65. Click in the City field.

    Step 65

66. Enter the desired information into the City field. 

     

    Enter a valid value e.g. "Roseville".

    Step 66

67. Click in the Postal field.

    Step 67

68. Enter the desired information into the Postal field. 

     

    Enter a valid value e.g. "95008".

    Step 68

69. Click in the State field.

    Step 69

70. Enter the desired information into the State field. 

     

    Enter a valid value e.g. "CA".

    Step 70

71. Enter the e-mail address from the "Name and Address" section of the STD. 204.

     

    Click in the Email ID field.

    Step 71

72. Enter the desired information into the Email ID field. 

     

    Enter a valid value e.g. "larry@nelsonlandscaping.com".

    Step 72

73. The Type field is used to indicate the type of phone number being recorded.

     

    For this scenario, "Business Phone" will be used.

    Step 73

74. The Prefix field is used to record a country code if the phone number is out of the country.

    Step 74

75. Click in the Telephone field.

    Step 75

76. Enter the desired information into the Telephone field. 

     

    Enter a valid value e.g. "9167370102".

    Step 76

77. The Extension field is used to record an extension if one is provided by the vendor.

    Step 77

78. To add additional vendor addresses, click the plus sign at the far right of the Vendor Address header section.

    Step 78

79. Use the vendor Contacts tab to enter the vendor contact information.

     

    Click the Contacts tab.

    Step 79

80. The Contacts tab allows departments to identify all of the contact information for a vendor.

     

    This tab works similarly to the Address tab where an auto-generated identifier (Contact ID) consolidates one or more related pieces of detailed information (Details).

    Step 80

81. Typically the first contact entered is the Payee's Authorized Representative's contact information from the STD. 204.

     

    Click in the Description field.

    Step 81

82. Enter the desired information into the Description field. 

     

    Enter a valid value e.g. "Payee's Authorized Rep".

    Step 82

83. To help departments better manage their contact information, it is recommended that the department:

     

    - Begin each description field with the department's Business Unit followed by a description term (e.g. 3980 Regional Sales, where 3980 is the departments BU)

    - Use common descriptions for similar contacts for standardized search results (e.g. "Sales")

    - Maintain a list of their vendor contacts by Contact ID as the contacts list can be quite extensive

    Step 83

84. The Find links in the Vendor Contact and Details sections allow departments to search for specific information within those sections.

    Step 84

85. The Effective Date defaults to the current date but can be future-dated if needed.

     

    The Effective Status defaults to "Active."

    Step 85

86. Click the Type list.

    Step 86

87. Click the General list item.

    Step 87

88. Enter the name and title for the Authorized Payee Representative's information provided on the STD. 204.

     

    Click in the Name field.

    Step 88

89. Enter the desired information into the Name field.

     

    Enter a valid value e.g. "Larry Nelson".

    Step 89

90. Click in the Title field.

    Step 90

91. Enter the desired information into the Title field. 

     

    Enter a valid value e.g. "Manager".

    Step 91

92. Click in the Address field.

    Step 92

93. Enter the desired information into the Address field. 

     

    Enter a valid value e.g. "1".

    Step 93

94. The Address field ties this contact back to the address entered on the Address tab. Since this is a new vendor record, this will likely be the only address listed for the vendor.

     

    Note that the telephone number from the address tab auto-populated in the Phone Information section.

    Step 94

95. Click in the Email ID field.

    Step 95

96. Enter the e-mail information from the "Name and Address" section of the STD. 204.

     

    Enter the desired information into the Email ID field. 

     

    Enter a valid value e.g. "larry@nelsonlandscaping.com".

    Step 96

97. In the Phone Information section, click the Add a new row button.

    Step 97

98. Click the Type list for the second phone number.

    Step 98

99. Click the Cellular Phone list item.

    Step 99

100. Click in the Telephone field.

     Step 100

101. Enter the desired information into the Telephone field. 

      

     Enter a valid value e.g. "9165551214".

     Step 101

102. Click the Location tab.

     Step 102

103. The Location tab houses the purchase order, shipping, and remittance information by vendor location.

      

     A vendor location is not a physical address. Each vendor may have only one default location, but there can be multiple locations listed. The default location appears on all payables and procurement documents for the vendor. However, departments can change the location when necessary.

      

     This tab also establishes if and whether to apply sales tax to purchase orders and must be designated for every vendor location.

     Step 103

104. Click in the Location field.

     Step 104

105. Enter the desired information into the Location field. 

      

     Enter a valid value e.g. "Main".

     Step 105

106. A longer description can be entered into the Description field if necessary.

     Step 106

107. Payables (invoicing and remit to) and Procurement (ordering, pricing, returning and ship from) addresses are maintained in the Location tab. However, the addresses must be first established within the Address tab.

     Step 107

108. Click the Procurement link.

     Step 108

109. The Procurement Options page is displayed.

      

     This page is used to identify the procurement-related information for the specified location for the following:

      

     - Ordering

     - Pricing

     - Returning

     - Ship From

     Step 109

110. Click the scrollbar down to view the bottom of the page.

      

     Click the Vertical scrollbar.

     Step 110

111. Click the OK button.

     Step 111

112. Click the Sales/Use Tax link.

     Step 112

113. The Sales/Use Tax page is where sales and use tax applicability is configured for the vendor.

     Step 113

114. Click the Sales/Use Tax Applicability list.

     Step 114

115. Click the Sales Tax list item.

     Step 115

116. Click the OK button.

     Step 116

117. The Location tab also facilitates the classification of a TIN as a SSN (via the default location's 1099 link). This designation confidentially masks all but the SSN's last four digits from those that do not have the appropriate viewing privileges.

     Step 117

118. Click the 1099 link.

     Step 118

119. Because this vendor was designated as withholding on the Identifying Information page, all fields on the Withholding Vendor Information page should be entered.

      

     This can be reviewed in detail in the AP153 - Withholding Preparation and Processing course.

      

     A TIN can be classified as a Federal Employer ID or a Social Security Number from this page.

     Step 119

120. In the 1099 Reporting Information section, click the Look up Entity button.

     Step 120

121. Click the IRS object.

     Step 121

122. Click in the Address field.

     Step 122

123. Enter the desired information into the Address field. 

      

     Enter a valid value e.g. "1".

     Step 123

124. This ties this address back to the vendor's first address entered into the Address tab.

     Step 124

125. Indicate whether the TIN is a federal employer ID, or a Social Security Number.

      

     Click the Look up TIN Type button.

     Step 125

126. Click the Federal Employer ID Number link.

     Step 126

127. Click the OK button.

     Step 127

128. Click the Save button.

     Step 128

129. Once the vendor has been saved, the Vendor ID will populate.

     Step 129

130. Click the Summary tab.

     Step 130

131. The Summary tab provides a summary of the vendor's key identifying, contact, procurement, and payables-related information.

      

     Once the new vendor request is saved, it is routed to the VMU for approval.

      

     The Status will read "Approved" when the vendor has been approved.

     Step 131

132. Now that the request has been sent to the VMU (Vendor Management Unit) at the FI$Cal Service Center (FSC), they will maintain the vendor's information. If the department wants to update or alter any vendor information, they will need to get another STD 204 form from the vendor, or provide written documentation of any info changes of the vendor.

      

     For the purposes of SCPRS entries, the vendor will be available immediately.

     Step 132

You have successfully completed the "Entering a New Vendor Request" topic.

Key Takeaways:

- Search before entering a new vendor to verify that the vendor does not already exist

- The following details of the vendor are added: Name, Vendor Short Name, Vendor Status, Tax Identification Number, ID Number, Address, Contacts

- A STD 204 must be signed and attached to all new vendor requests

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