Creating a New Vendor

Creating a New Vendor

The following instructions are for the basic creation of a vendor.  Additional fields may be used, depending upon the purpose of the vendor and the information that you have available.

 

Complete these fields …

What to know …

Document Overview Tab

1

Description

  • This is a required field for all KFS documents
  • Put a basic description, such as “Adding vendor Acme Construction”

Vendor Tab

2

Vendor Type

  • The default is PO
  • Choose the type matching how you plan to use the vendor (e.g., PO for purchasing, DV for a straight payment, such as a membership)

3

Is this a foreign vendor

  • Defaulted to No, so only change if applicable

4

Vendor Name OR Vendor First and Vendor Last

  • These fields cannot be used together
  • Vendor Name can be used either for companies or for individuals (type their first and last name, in that case); you can use Vendor First and Vendor Last for individuals, but be aware that they will then appear as "LastName, FirstName" in all searches.

5

Does this vendor have a presence in California?

  • If the vendor has an address in California, check the box

6

Vendor Collects Sales Tax?

  • If vendor is in California, or you are unsure of the tax status, mark “Yes”

7

Tax ID

  • If you have it, enter it; the Vendor Desk will verify and/or enter when they receive the W9 from the vendor

Address Tab

8

Address Type

  • Must have at least one address that matches the type of vendor: PO for PO type; Remit for DV type.
  • If using vendor on a purchasing document, must have one address that is Purchasing type

9

Vendor Address Name

  • Does not have to be the same as the Vendor name, if they are doing business under another name

10

Address Lines

  • Minimum for US address: Address 1, City, State, Postal Code; use other fields as needed
  • Minimum for Foreign: Address 1, City and Country; use other fields as needed
  • Use official USPS abbreviations and avoid punctuation (e.g., use PO BOX, not P.O. BOX)
  • ALL CAPS not required, but preferred by USPS
11

Vendor Phone Number

  • Required for each address
12

Email Address

  • Required for each address
13

Add button

  • Click this in order to add the address to the record
  • Continue to create as many addresses as needed or known for the vendor

Notes and Attachments Tab

14

Note Text

  • A brief note describing what you are attaching
15

Attached File

  • Browse for the BIF, insurance file or other document that you have for the vendor
16

Attachment Type

  • Select the appropriate type
17

Add button

  • Click to add the note and attachment
  • Additional notes and attachments can be added

When completed, submit document for routing to the vendor desk. 

You will receive an FYI of the document, in your action list, when the vendor record has been added.  For new vendors, they will initially be added as inactive.  When we have received a W9 from the vendor, and can verify their details, we will send another FYI vendor document to alert you that the vendor is ready to be used.