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 Code List 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 Enter Press 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 Enter Press 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 Enter Press 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 Enter Press 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 changeVendor Change Form

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