vendor conversion walkthrough sunflower project statewide management, accounting, and reporting tool...

Vendor Conversion WalkthroughSunflower ProjectStatewide Management, Accounting, and Reporting Tool Update

February 3, 2010

2

Today’s Topics

• Introduction• Vendor Conversion Overview• Vendor Conversion Walkthrough

– Vendor Record– Vendor ID Numbers Record– Vendor Address Record– Vendor Address Phone Record– Vendor Location Record– Vendor TIN Record– Vendor Withholding– Vendor Pay Record

• Closing

3

Vendor ConversionOverview

• The purpose of the vendor conversion is to establish existing STARS vendors in SMART.

• Active vendors in STARS will be converted to SMART. There are approximately 195,000 vendors being converted.

• Inactive vendors, foreign vendors, and employee vendors (excluding Regents) will be excluded from the conversion.

• State agencies will be loaded as vendors in SMART.

• The vendor conversion is scheduled to occur on 06/07/10.

• Interfacing agencies need to update the vendors in their systems in order to use the SMART vendors on transactions.

• Interfacing agencies can use INF01 – Outbound Vendors Interface to load SMART vendors into their systems. Daily execution of INF01 will start on 06/07/10 after the conversion is complete.

4

Converted VendorsVendor (001)

The Vendor record (VENDOR/Row ID 001) is the header/parent record for a vendor’s data. There is one Vendor record for each vendor.

• SETID: Will be SOKID for all converted vendors, as all vendors are shared.

• VENDOR_ID: Uniquely identifies the vendor. The value is a 10-digit vendor number assigned during the conversion (e.g., 0000000001).

• NAME1: Will be STARS Vendor Name (VE-VENDOR-NAME).

• NAME2: Will be STARS Vendor Business Name (VE-VENDOR-BUSINESS-NAME).

• OLD_VENDOR_ID: Will be STARS Vendor Number (VE-VENDOR-NO). This field is only used for converted vendors and is not available online.

5

Converted Vendors Vendor (001) – Cont.

STARS

SMART Vendor record

Vendor # Vendor Suffix Vendor Name

123456789 00 ACME Corporation




VENDOR_ID NAME1 OLD_VENDOR_ID0000000001 ACME Corporation 123456789

6

Converted VendorsVendor ID Numbers (002)

The Vendor ID Numbers record (VENDOR_ID_NBRS/Row ID 002) will not be populated for converted vendors.

7

Converted Vendors Vendor Address (003)

The Vendor Address record (VENDOR_ADDR/Row ID 003) contains thevendor’s addresses. There can be multiple Vendor Address records for each vendor. One record is created for each STARS Vendor Suffix Number.

• Associated to VENDOR record by SETID, VENDOR_ID.

• ADDRESS_SEQ_NUM: This is the address that is placed on a procurement document. A vendor can have multiple address sequence numbers. This value will be assigned sequentially by the conversion program, beginning with ‘1’.

• ADDRESS1: Will be STARS Vendor Address (VE-VENDOR_ADDRESS).

• CITY: Will be STARS Vendor City (VE-VENDOR-CITY).

• STATE: Will be STARS Vendor State (VE-VENDOR-STATE).

8

Converted Vendors Vendor Address (003) – Cont.

• POSTAL: Will contain both STARS VE-VENDOR-ZIP-1-5 and STARS VE-VENDOR-ZIP-6-9 in the following format: 66604-4029.

• DESCR: Contains the STARS Vendor Suffix Number.

9

Converted Vendors Vendor Address (003) – Cont.

STARS

SMART Vendor Address record

Vendor # Vendor Suffix Address City State Zip Code (1-5) Zip Code (6-9)

123456789 00 100 Topeka Blvd. Topeka KS 66601 7777

123456789 01 1234 Kansas Ave. Topeka KS 66601 8888

123456789 04 999 10th Ave. Wichita KS 67202 9999

123456789 09 488 Gage Blvd. Lawrence KS 66044 1234

VENDOR_ID ADDRESS_SEQ_NUM ADDRESS1 CITY STATE POSTAL DESCR

0000000001 1 100 Topeka Blvd. Topeka KS 66601-7777 00 STARS Vendor Suffix Number

0000000001 2 1234 Kansas Ave. Topeka KS 66601-8888 01 STARS Vendor Suffix Number

0000000001 3 999 10th Ave. Wichita KS 67202-9999 04 STARS Vendor Suffix Number

0000000001 4 488 Gage Blvd. Lawrence KS 66044-1234 09 STARS Vendor Suffix Number

10

Converted Vendors Vendor Address Phone (004)

The Vendor Address Phone record (VENDOR_ADDR_PHN/Row ID 004) is associated to VENDOR_ADDR record by SETID, VENDOR_ID, ADDRESS_SEQ_NUM. For converted vendors, this record will store various information:

1. STARS Phone Number in PHONE field • PHONE_TYPE = LEG1• Will be STARS Area Code (VE-PHONE-AREA-CODE) + STARS Phone

Prefix (VE-PHONE-PREFIX) + STARS Phone Number (VE-PHONE-NUMBER) in the following format: 785/123-4444

2. STARS Vendor Contact (First 25 characters) in PHONE field• PHONE_TYPE = LEG2

3. STARS Vendor Contact (Last 15 characters) in PHONE field• PHONE_TYPE = LEG3

4. SMART Location in COUNTRY_CODE field• PHONE_TYPE = .PLC

New

11

Converted Vendors Vendor Address Phone (004) – Cont.STARS

SMART Vendor Address record

SMART Vendor Address Phone record

Vendor # Vendor Suffix Area Code Phone PrefixPhone

Number Vendor Contact

123456789 00 785 291 0565 State of Kansas’ Favorite Vendor

123456789 01 785 296 9999

123456789 04 785 888 1239123456789 09 316 555 4456

VENDOR_ID ADDRESS_SEQ_NUM PHONE_TYPE PHONE

000000001 1 LEG1 785/291-5656

000000001 1 LEG2 State of Kansas’ Favorite000000001 1 LEG3 Vendor000000001 2 LEG1 785/296-9999000000001 3 LEG1 785/888-1239000000001 4 LEG1 316/555-4456

VENDOR_ID ADDRESS_SEQ_NUM ADDRESS1 CITY STATE POSTAL DESCR





12

Converted VendorsVendor Location (005)

The Vendor Location record (VENDOR_LOC/Row ID 005) contains the locations for each vendor. A vendor location comprises information such as procurement options, payment options, withholding options, pay to bank accounts, and so on. Default bank information, such as payment method, is associated to the vendor location.

• Associated to VENDOR record by SETID, VENDOR_ID.

• VNDR_LOC: There will no longer by a one-to-one relationship between Vendor Location and Vendor Address. There will be one Vendor Location for each bank account/ payment method. Assigned sequentially starting with 001, 002, 003, etc. Each vendor will have ‘001’ as its default location. This location will default on transactions if no location is provided.

• DESCR: Contains a reference to the location’s payment information. Will contain either System Check or ACH *********1111.

Update

13

Converted VendorsVendor Location (005) – Cont.

Vendor # Vendor Suffix Address City State Bank Account Information

123456789 00 100 Topeka Blvd. Topeka KS XXXXXXX

123456789 01 1234 Kansas Ave. Topeka KS XXXXXXX

123456789 04 999 10th Ave. Wichita KS YYYYYYY

123456789 09 488 Gage Blvd. Lawrence KS

STARS

SMART Vendor Address recordVENDOR_ID ADDRESS_SEQ_NUM ADDRESS1 CITY STATE POSTAL DESCR





VENDOR_ID VNDR_LOC DESCR

0000000001 001 ACH ****XXXX

0000000001 002 ACH ****YYYY

0000000001 003 System Check

SMART Vendor Location record

001

002

003

14

Converted VendorsVendor Location (005) – Cont.






STARS

SMART Vendor Address recordVENDOR_ID ADDRESS_SEQ_NUM ADDRESS1 CITY STATE POSTAL DESCR





001

002

003

VENDOR_ID ADDRESS_SEQ_NUM PHONE_TYPE COUNTRY_CODE PHONE

000000001 1 .PLOC 001000000001 2 .PLOC 001000000001 3 .PLOC 002000000001 4 .PLOC 003

SMART Vendor Address Phone record

15

Converted VendorsVendor TIN (006)

The Vendor TIN record (VENDOR_TIN/Row ID 006) contains the withholding/Tax ID information for each vendor location. There will be one Vendor TIN record for each Vendor Location record.

• Associated to VENDOR_LOC record by SETID, VENDOR_ID.

• TIN: Will be STARS VE-VENDOR-NO.

16

Converted VendorsVendor TIN (006) – Cont.

STARS


SMART Vendor TIN record


0000000001 001 ACH ****XXXX

0000000001 002 ACH ****YYYY







VENDOR_ID VNDR_LOC TIN

0000000001 001 1234567890000000001 002 1234567890000000001 003 123456789

17

Converted VendorsVendor Withholding (007)

The Vendor Withholding Jurisdiction record (VENDOR_WTHD_JUR/Row ID 007) contains the withholding information for each vendor location. There

will be one Vendor Withholding Jurisdiction record for each vendor location if the STARS 1099 field is ‘Y’.

The following data will be populated in this record during the conversion:

• Associated to VENDOR_LOC record by SETID, VENDOR_ID.

• WTHD_ENTITY : This will be defaulted to ‘IRS’.

• WTHD_TYPE: This will be defaulted to ‘1099’.

• DEFAULT_CLASS : This will be defaulted to ’07’ (Non Employee Compensation).

18

Converted VendorsVendor Pay (008)

The Vendor Pay record (VENDOR_PAY/Row ID 008) contains the payment information for each vendor location. There will be one Vendor Pay record for each location.

• Associated to VENDOR_LOC record by SETID, VENDOR_ID and VNDR_LOC.

• PYMNT_METHOD: If bank account information is populated in STARS, the Payment Method will be ‘ACH’ in SMART. If the vendor’s payment method is not ACH, the default value will be System Check when creating a voucher.

19

Converted VendorsVendor Pay (008) – Cont.

STARS


SMART Vendor Pay recordVENDOR_ID VNDR_LOC PYMNT_METHOD

0000000001 001 ACH0000000001 002 ACH0000000001 003







0000000001 001 ACH ****XXXX

0000000001 002 ACH ****YYYY


20

Closing

How you can communicate with us:• Office Hours – Come see us!• Monthly Interface and Conversion Meetings –

Participate, bring your questions and issues or send them to us in advance

• Email – [email protected] Subject “Vendor Conversion” with suggestions, comments or questions

vendor conversion walkthrough sunflower project statewide management, accounting, and reporting tool...

Documents

stars vendor address

vendor suffixvendor

vendor suffixaddr

stars vendor state vevendor

stars vendor number

stars vendor city vevendor

stars vevendor

stars vendor business