vendors advantage financial system. vendors each person or entity that asu pays must be setup as a...

Vendors

Advantage Financial System

Vendors

Each person or entity that ASU pays must be setup as a vendor

Each vendor in Advantage is assigned a unique vendor number

A business with multiple locations will use the same vendor number with a unique address indicator

Vendors

Vendor Numbers:

Businesses – Federal Tax ID number

Individuals – an ASU assigned F31- number

Employees and Students – ASU Affiliate ID

Miscellaneous Vendor Codes

One-time use codes that allow name and address to be manually entered on payment

REFUND – used to pay individuals less than $250 on PVQ documents

INTV1 – used to pay interviewee expenses on PVQ documents

Vendors

To find an existing vendor:

Search for the vendors name on VNAM

Search for the vendor number on VEND

Vendor Tables

VNAM – search by vendor name

Vendor Tables

VNAS – search by vendor sort name

Vendor Tables

VEND – search by vendor number

Vendor Tables

VEN2 – verify the address

Vendor Tables

VEN3 – verify tax information

Vendor Tables

VNA2 - verify the vendor is not marked Do Not Use on (DNU will list the valid vendor number)

ASU Vendors

On-campus Service Departments provide goods or services to departments and are listed as Vendors

Lists of on-campus vendor codes are available from Financial Services

List by Vendor CodeList by Vendor Name

Vendor Setup

If a Vendor does not exist in Advantage, they must be setup before payment can be made

The department creates a VE (Vendor Entry) document and applies Level 1 approval

The VE, along with appropriate backup, is submitted to the Advantage Helpline for processing

Vendor Setup

Accepted VE backup documentation:

Off-Campus Vendors – a completed ASU Substitute W9 or IRS Form W9

Foreign Vendors – IRS Form W-8BEN

ASU-Affiliated Individuals – no backup needed, Advantage Helpline will verify employment or student enrollment

VE: ASU Employee

Enter the Affiliate ID as the vendor number

VE: ASU Employee

Enter the Affiliate’s name as it will appear on the check

VE: ASU Employee

Enter the department name and mail code for delivery

VE: ASU Employee

Enter the Sort Name as Last, First

VE: ASU Employee

Enter your first name, phone extension, and date of entry

VE: ASU Employee

Enter “Y” to mark the vendor as an Individual

VE: ASU Employee

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and EnterPress the F7 key

VE: ASU Employee

After Editing, the VE will populate the entry date and move to PEND1 status for approvals

VE: Off-Campus Individual

Enter “INDIVIDUAL” for the vendor number if the vendor is using their SSN; if not, enter the Tax ID number

VE: Off-Campus Individual

Enter the individual’s name as it will appear on the check

VE: Off-Campus Individual

Enter the individual’s address

VE: Off-Campus Individual

Enter the individual’s telephone and fax number, if provided

VE: Off-Campus Individual

Enter the Sort Name as Last, First

VE: Off-Campus Individual

Enter your first name, phone extension, and date of entry

VE: Off-Campus Individual

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and EnterPress the F7 key

VE: Off-Campus Individual

After Editing, the VE will populate the entry date and move to PEND1 status for approvals

VE: Off-Campus Business

Enter the Tax ID Number of the company

VE: Off-Campus Business

Enter the company name as it will appear on the check

VE: Off-Campus Business

Enter the company address

VE: Off-Campus Business

Enter the company telephone and fax number, if provided

VE: Off-Campus Business

Enter the a contact at the company, if provided

VE: Off-Campus Business

Enter the company name

VE: Off-Campus Business

Enter your first name, phone extension, and date of entry

VE: Off-Campus Business

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and EnterPress the F7 key

VE: Off-Campus Business

After Editing, the VE will populate the entry date and move to PEND1 status for approvals

VE: Foreign Entity

Enter “FOREIGN” for the vendor number

VE: Foreign Entity

Enter the company name as it will appear on the check

VE: Foreign Entity

Enter the entire address including city and postal code on address lines 1 and 2

VE: Foreign Entity

Enter the country name (no abbreviations) in the city field

VE: Foreign Entity

State and zip code fields should be left blank

VE: Foreign Entity

Enter the telephone and fax number, if provided

VE: Foreign Entity

Enter a contact at the company, if provided

VE: Foreign Entity

Enter the company name

VE: Foreign Entity

Enter your first name, phone extension, and date of entry

VE: Foreign Entity

Edit the document to validate all entries and check for errors

Enter “ED” in the Function field and EnterPress the F7 key

VE: Foreign Entity

After Editing, the VE will populate the entry date and move to PEND1 status for approvals

Updating Vendors

A Vendor in Advantage may be updated to change a name, address, contact person, etc.

Submit a completed Vendor Change Form with backup documentation to the Advantage Helpline to make the change

Vendor Error Messages

“Don’t Use. See VNA2”Vendors are marked Do Not Use (DNU) to mark them as invalid vendor numbers

A corresponding valid vendor number will be listed on VNA2

Vendor Error Messages

“No W9 Form Received”A document includes a charge to 7310

(services) and acceptable backup has not been received for the vendor

The department should request the Substitute W9, IRS W9, or IRS W8-BEN and submit to the Advantage Helpline