How to look up a vendor in the database - Finance

How to look up a vendor in the database Vendor information can be entered using three different methods: Includes manual entry of the vendor information and should only be used if the vendor is not in the vendor file. Manual entry & vendor registration This method is useful for entering frequently used vendors. Vendor number entry Includes searching the PAS vendor file, capturing vendor information and displaying it on the Vendor Screen Vendor search We will explore each of these procedures on the following screens. Note: The Vendor Screen is displayed during the requisition entry processwhen the "X" in the SUGGESTED VENDORS? box on the General Data Screen remains checked. 2

PAS REQUISITION ENTRY VENDOR SCREEN The Vendor-screen is displayed as part of the requisition-entry process: ES ) This will take you to Buying Vendor Search screen for Order Addresses. In the Action-box, enter [7] for VENDOR SEARCH and [Enter] 3 PAS REQUISITION ENTRY BUYING - VENDOR SEARCH SCREEN Type in the name of Vendor + [Enter] TIPS ; d)

letters not be use E S A C PPERhould e use U se letters s ossibl a p c r n e e (low e wh r nam o d n e lv rd he ful standa

& s use t n tio e varia m a n r ndo try ve tions via abbre The next screen will provide results of vendor-search process. 4 PAS REQUISITION ENTRY VENDOR SCREEN WITH RESULTS OF VENDOR-SEARCH PROCESS This screen sho ws: there was a m

atch on Vendor name entered (Turner Biosystems) the Vendor nu the Vendor is mber is displaye d in a Valid status there are A dditional Vendo rs To view Additional Vendors on subsequent screens, type [10] in the ACTION-box and [Enter] 5 PAS REQUISITION ENTRY VENDOR SCREEN To select the vendor data displayed in the Vendor search screen, there are two steps: Step 1: Place an [X] in the SEL

box next to the desired valid address Step 2: Enter [14] Select Vendor- in the Action box and [Enter] The next screen will return to the requisition entry vendor screen with the selected Vendor information populated X Notice that Action 4, Modify appears in the Action Box. If you have information to enter in the Contact/Phone field, enter the data before sending the screen. If you do not have Contact/Phone information, simply press [Enter]. If the information is accurate and complete, [Enter] to send the screen again to "accept" the data as shown. 6 VENDOR NUMBER ENTRY The vendor number and address sequence number is typed into the appropriate fields and sent, which subsequently displays the data retrieved from the PAS vendor file.

in o obta t d e s u can be dress h c r a e ad rS er Vendo umbers and use at a lat or rn vendo e numbers f nc seque time. Note: This method is useful for entering

frequently used vendors. Both the vendor number and the address sequence number need to be entered as they appear in the PAS Vendor File. 7 VENDOR NUMBER ENTRY Step 1: Type vendor number & address sequence + [Enter] This is what the system will show: 8 MANUAL ENTRY OF VENDOR INFORMATION If you did not find the correct vendor in the Step 1: Step 2: vendor file you will need to manually enter the

Enter the vendor information into the available fields on the Vendor screen Send a copy of the Vendor Registration Form to the vendor to be completed and submitted. This will allow the vendor to be added to the Vendor file, do business and receive payment from the University of Washington. information into the system. Note: This shou ld o be done if nly the vendor is

not in the vend or file. 9 THE VENDOR REGISTRATION FORM The vendor registration form is available online at www.washington.edu/admin/finser v/payables/forms/new_vendor_reg istration.docx When entering a vendor in the system, send this form to the Vendor to be completed and submitted to the University of Washington This will allow the Vendor to do business with the University of Washington and receive payments for their goods / services. 10

Resources: Phone: 206-543-4500 Fax: If you have questions, 206-685-8018 contact the Procurement Customer Service unit at: Email: [email protected] 11