Program Original Author Brown County Work Instructions ... · Brown County Work Instructions Program Purchasing Use ONLY ... 12 Mailing Vendor W9 Request ... For a detailed description

Brown County Work Instructions

Program Purchasing Use ONLY Logos: Vendors Purch-11A Create a Vendor in LOGOs

Original Author Karrie Revolinski Date 11/23/11 Updated Author Karrie Revolinski Date 3/20/14

Scope Adding or changing a vendor is done by the Purchasing Staff. Departments required

to fill out a ‘New / Change Vendor Request’ and transmitted via email, fax or interoffice.

Definitions

Primary Vendor The primary vendor is the main name of the vendor in the Logos system, this information may include the main address, remit to address and purchasing address.

Vendor Contact The vendor contact is an additional contact address for the vendor and may or may not be the same as the Primary vendor. The check will print off what is listed in the Contact field.

New/Change Vendor Request

Form

This form is required to be completed when requesting to add or change a vendor into the Logos system. This form is found on the Brown County Purchasing Intranet site under forms.

Table of Contents 1 Vendor Request Form ............................................................................................................................................... 3 Page 1 of 24

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Program Purchasing Use ONLY Logos: Vendors Purch-11A Create Vendor in LOGOs

2 Determining to Add or Change a Vendor / Search Vendor ....................................................................................... 3

2.1 Expanded Vendor Search (General Fields Definitions) ...................................................................................... 4

2.2 Expanded Vendor Search (Contact Fields Definitions) ...................................................................................... 4

2.3 Expanded Vendor Search (1099 Fields Definitions) .......................................................................................... 4

2.4 Expanded Vendor Search (ID’s Fields Definitions) ............................................................................................ 4

3 Creating a NEW Vendor Entry ................................................................................................................................... 5

3.1 Vendor Service Screen (General Fields & Definitions) ...................................................................................... 6

3.2 Vendor Service Screen (Contact Fields)............................................................................................................. 7

3.3 Vendor Service Screen (ID Fields) ...................................................................................................................... 7

3.3.1 Vendor Entry Consistency ......................................................................................................................... 7

3.3.2 Vendor Entries Types (Examples) .............................................................................................................. 8

3) Vendor Miscellaneous Screen (Tab) Entry .............................................................................................................. 12

3.1 Vendor Miscellaneous Screen (Invoice Terms) ............................................................................................... 13

3.2 Vendor Miscellaneous Screen (Hold Payment Reasons & Definitions) ........................................................... 14

4 Vendor Contact Screen ............................................................................................................................................ 15

4.1 Vendor Contact Screen (Contact Information) ............................................................................................... 15

4.2 Vendor Contact Screen (Options) .................................................................................................................... 16

4.3 Vendor Contact Screen (Bank Information) .................................................................................................... 16

5 Vendor Documents Screen ...................................................................................................................................... 17

6 Vendor Notes Screen ............................................................................................................................................... 17

7 Saving Vendor Request Form .................................................................................................................................. 19

8 Notify Requestor – Vendor Added .......................................................................................................................... 20

9 Saving Vendor W9 Form .......................................................................................................................................... 21

10 Forwarding Copy W9 Form to Accounts Payable ................................................................................................ 21

11 Requesting W9 From Vendor .............................................................................................................................. 22

12 Mailing Vendor W9 Request ............................................................................................................................... 23

Work Instructions Page 2 of 24

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1 VENDOR REQUEST FORM

Brown County Employees will request to add or change a Logos vendor by submitting a completed ‘Vendor New / Change Form’ which is found on the Brown County Purchasing Intranet and will be submitted to the Purchasing Department.

The first step is to determine if the vendor is going to be a new vendor or change to a vendor already in the Logos system.

An Example of ‘Add / Change Vendor Form’, is shown to the to the right:

2 DETERMINING TO ADD OR CHANGE A VENDOR / SEARCH VENDOR In order to determine, log into Logos to do a Vendor search

1. Log into Logos 2. Hover over Maintenance > Logos Suite >

Procurement 3. Click on Vendor Service (Fig 23), as shown

to the right:

4. Always click on the magnifying glass in the upper left hand corner of the screen to expand the search criteria (Fig. 24), as shown below:

5. An expanded Vendor Search Screen will appear (Fig. 25). Enter the information into the appropriate fields, which you would like to search by. For a detailed description of the fields, go to Work instructions 2.1 – 2.4 in this document below.

6. Click Ok (Fig 26), as shown below:

Fig 23

Fig 24

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2.1 EXPANDED VENDOR SEARCH (GENERAL FIELDS DEFINITIONS) Definitions are shown below and reference (Fig. 25) screen print, as shown above:

a. Active Only (radio box)- make sure this box is checked b. Last Name/Business – This field is the Primary vendor name where you can enter in a portion

of the Primary name, if it is a business name or individual’s last name c. Number – this is the vendor account number assigned by Logos d. First Name – Search first name for name of individual vendor e. Middle Name –do not search by middle name, this is usually entered as an initial and the search

will be too broad f. Suffix – do not use at this time g. Category – do not use at this time h. Type – do not use at this time

2.2 EXPANDED VENDOR SEARCH (CONTACT FIELDS DEFINITIONS) i. Contact Name – field will allow you to search by an additional contact’s name j. Street Address – field will allow you to search by the street address of the vendor

2.3 EXPANDED VENDOR SEARCH (1099 FIELDS DEFINITIONS)

k. 1099 Vendor Name –do not use at this time l. 1099 Doing Business As – do not use at this time

2.4 EXPANDED VENDOR SEARCH (ID’S FIELDS DEFINITIONS)

m. Federal Tax ID – This number is issued for businesses n. State Tax ID – do not use at this time o. Social Security Number – This number is issued for an individual

Fig 26

Fig 25




• Vendor is not listed in LOGOs? Proceed to Work Instructions 3 CREATING A NEW VENDOR ENTRY, in this document below.

• Vendor IS listed in LOGOs? Refer to Change Vendor Work Instructions on the Brown County Intranet

3 CREATING A NEW VENDOR ENTRY

1. Click New on the upper left hand side of the screen (Fig. 31), as shown below:

2. Make sure your Caps Lock is on, before you start typing on the next screen, as UPPER CASE TEXT is required on the Vendor General Fields Definitions screen as shown below.

3. Enter in specific information about the Vendor, by using either: the ‘Enter’ or ‘Tab’ key to move between fields.

4. Required fields are designated in almond highlighting (Fig 34), as shown below. 5. After all required fields are entered, click Save and go to Work instructions 4. CREATING A NEW

VENDOR ENTRY (MISCELLANEOUS SCREEN)in this document below:

Fig 31




3.1 VENDOR SERVICE SCREEN (GENERAL FIELDS & DEFINITIONS)

A. Category – use drop down to select the appropriate category based on the information given

from Section G on the New / Change Vendor Form. At this time, the only department to request a category is Human Services.

B. Type – leave blank C. Last Name / Business – Enter in Business name, or individual’s name

NOTE: For examples of Vendor Consistencies, go to Examples: 3.3.1 Vendor Entry Consistency, in this document below:

NOTE: For a list of various types of vendor entries, go to Examples 3.3.2 Vendor Entry Types, in this document below:

D. First Name –ONLY for entering in an individual’s name E. Middle Name - ONLY for entering in an individual’s name if known F. Suffix - ONLY for entering in an individual’s name in applicable

Fig 34




3.2 VENDOR SERVICE SCREEN (CONTACT FIELDS)

G. Contact Name - name of company or individual; 1. for an individual enter last name, then first name, (i.e. SMITH JOHN S)

H. Address – Business or individual address. This is also the line that would identify if there was a department to forward to. Example: Attn: Administration. This should not be a person’s name.

I. Zip Code - Business or individual address. City and State default in from the zip code entered. (Check the city to make sure it defaults in correctly, if not change).

J. City – Enter in City if no default K. State – Enter in State if no default L. Enter the web site address if available.

3.3 VENDOR SERVICE SCREEN (ID FIELDS)

M. Federal Tax ID – enter number if listed on Vendor Form. (If not listed, Accounts Payable will be entering this information from the customer’s W-9 form completed by the customer and returned to Brown County)

N. State Tax ID – do not enter anything at this time O. Social Security Number - enter number if listed on Vendor Form if individual. (If not listed,

Accounts Payable will be entering this information from the customer’s W-9 form completed by the customer and returned to Brown County) If there is a Social Security Number on Vendor request form, White out before faxing any department.

3.3.1 Vendor Entry Consistency It is important to be consistent when entering in Vendors so the search is easy for the users when entering Invoices or Purchase Orders. Below is a small list of how to abbreviate some vendor names:

What to use Enter Vendor EXACTUALLY how form states Care Of C/O Department DEPT Doing Business As DBA Wisconsin WI And Treasurer Town of starts with EXAMPLE: TREAS TOWN OF SCOTT

TREAS

Doing Business As (DBA) Do not USE




3.3.2 Vendor Entries Types (Examples)

2 Payees NOTE: IF THERE IS 2 PAYEES, MAKE SURE ‘AND’ IS USED AT THE END OF THE VENDOR NAME AND NOT ‘&’

Adult Family Homes Note: VENDOR will be the name of the adult family home. This is who the contract is with from Human Services and the name that the clerks will look for in LOGOS. PRIMARY CONTACT will be the name of the person at the home who is handling the paperwork. This IS out of the ordinary as far as vendor set up goes. By doing it this way the person receiving the check for the adult family home will no longer have issues cashing the check. It will also save creating a new remit to under the vendor with only the person’s name.

Attorney At Law




Business

County Vendor (In State of WI) Note: County (WI) the department should be put on the 1st line of the Contact Name address.




County Vendor (Out State of WI) Note: County vendors if out of state okay to leave name of department on the same line as the name of the county, unless there is more than one department, then primary vendor name would be the name of the county and the additional contacts would be the department name on the second line.

DBA

Estate of & C/O




Foreign (Canada) NOTE: Foreign vendors do not require W9

Individual

PO Box & Address Entries Post office reads from bottom up - PO box should be on lower line and address above it.




Treasurer

3) VENDOR MISCELLANEOUS SCREEN (TAB) ENTRY 1. Click on ‘Miscellaneous’ Icon on the upper left side of the screen, as shown below (Fig. 31)

2. Vendor Detail – Leave Blank 3. Purchasing Card – Leave Blank 4. Invoice Information

a. Freight Term- Leave Blank b. Invoice Term- Refer to work instructions 3.1 Invoice Terms Table in this document below: c. Receipt of Goods Category- Leave Blank d. Hold Payment Reason- Refer to work instructions 3.2 Hold Payment Reasons & Descriptions, in

this document below: e. Payment Sort Group Code- Leave Blank f. Default Expense Account- Leave Blank g. Separate Check- Leave Blank

5. Sales Tax Codes- Leave Blank




3.1 VENDOR MISCELLANEOUS SCREEN (INVOICE TERMS) Most departmental vendor entries are identical except for Human Service, which has special requirements. The vendor must be an exact match with the State System. Reference the invoice terms table below and enter the appropriate selection.

1. Use the drop down and select the appropriate terms

Department Invoice Term Human Services – Individual Always Due upon Receipt (unless specified

otherwise) Human Services – Business Always Net 30 (unless specified otherwise) All other Departments –Individual & Business Always Net 30 (unless specified otherwise)




3.2 VENDOR MISCELLANEOUS SCREEN (HOLD PAYMENT REASONS & DEFINITIONS)

1. Request from Human Service Department? (use the drop down to select the appropriate reason) (Fig 321)

a. No? Refer to Fig 321a for correct hold reasons

b. Yes? Refer to Section G on the Vendor Request Form (Fig 321b)

Requesting Department

Need W-9 Do NOT need W-9 Hold Payment Reason needed

Refunds – check with A/P before adding

Leave Blank

Reimbursement Leave Blank All Departments Estate of … Leave Blank County Leave Blank State Leave Blank Federal Leave Blank WI State Agencies Leave Blank NO W9 requested Need W-9 No W-9-No W9 on file




4 VENDOR CONTACT SCREEN

1. Click on the contact icon in the upper left hand corner of the screen (Fig 41)

4.1 VENDOR CONTACT SCREEN (CONTACT INFORMATION)

1. The Vendor information filled in from the Vendor Service Screen will automatically transfer to the Contacts screen and default as the primary vendor.

A. Name: (Auto Fill) B. Description: Because accounts payable uses the description information, it is important to have

this information entered precisely. Is request from Human Services? i. No: Enter the Month / Year the request was received and from which department

(i.e. 4/09 HIGHWAY) ii. Yes: Refer to Section G from the New/Change Vendor Request Form. Human services

will check the box that applies to the vendor add request. (Fig 321b) above

Note: If Sacwis & Foster homes are checked, the information entered in the Description would be (i.e. 4/09 SACWIS / FOSTER HOMES)

C. Section C thru F: will auto fill from the Vendor Service Screen

G. Email Address: Enter information if available

H. Phone Number: Enter information if available

I. Extension: Enter information if available

J. Fax: Enter information if available




4.2 VENDOR CONTACT SCREEN (OPTIONS)

K. Contact: Auto checks on the Primary Vendor. i. If the ‘Contact’ box is the only box checked, the address and information listed is for

contact information only, OR it could be a P-Card vendor only, in that case the Description would have P CARD ONLY. Refer to ‘Adding Purchase Card Vendor’ below.

L. Remittance: Auto checks on the Primary Vendor. When the Remittance Box is checked the contact can be issued a check.

M. Purchasing: Auto checks on the Primary Vendor. When the Purchasing box is checked, the contact can be issued a purchase order

N. Primary 1099, Additional 1099, ACH Payment, FA PO & Email PO: Leave Blank as this is completed by Accounts Payable.

4.3 VENDOR CONTACT SCREEN (BANK INFORMATION) ONLY complete this area when Accounts Payable makes the request.

O. Routing Number: enter 999999999 (Fig 43O) P. Account Number: enter 9999999999999 (Fig 43P) Q. Account Type: Use the drop down and select ‘Checking’ (Fig 43Q) R. ACH Payment: This box is checked to set up ACH vendor, you will be notified by Accounts

Payable when this will need to be completed (Fig 43R), as shown below:




5 VENDOR DOCUMENTS SCREEN

6 VENDOR NOTES SCREEN

1. Click on the Notes icon, in the upper left hand portion of the screen

2. Click Add (Fig 52)

3. Subject: A. Example: VENDOR ADD

CONTACT ADDRESS PRIMARY ADDRESS

4. Message: A. Example: PER REQUEST FROM (EMPLOYEE) / (DEPARTMENT) TO ADD VENDOR.

PUCHASING MAILED W9 REQUEST TO VENDOR Or DEPARTMENT FORWARDED W9 TO AP

5. Users: Scroll through employee names and click on the appropriate employee to notify the vendor has been added.

6. Click Save




7. The below 8. X out of the screen in the upper right hand side of the screen to bring you back to the Vendor Contacts

Screen




7 SAVING VENDOR REQUEST FORM All vendor creation requests should be received via fax, email or interoffice. All vendor creation requests are saved electronically in the folder with the format shown below

1. Enter in the vendor number on the vendor Request form

2. Save File Folder: Computer > Administration > Vendor Records > Completed Vendor Add Requests > (current year)

3. The format to save is all in capital letters. Name File: (Vendor Account number) (Vendor Name)_(current date)




8 NOTIFY REQUESTOR – VENDOR ADDED After saving the document and entering in the account number on the electronic form, send notification to the Requestor that the vendor has been added to Logos

1. Human Service Requestor? a. Yes: Send a copy of the electronic form to listed billing clerk in Section A of the Request Form and

send copy to the Requestor from the [email protected] email: b. No: Send notice via email, from the [email protected] email to

Requestor. 2. In the subject line: VENDOR ADDED: (VENDOR ACCOUNT NUMBER) (VENDOR NAME)


mailto:[email protected]




9 SAVING VENDOR W9 FORM

1. W9 received with Vendor request? a. Yes: Continue to Step 9.2 b. No: Go to work instructions 11 in this document below

2. W9 received electronically? a. Yes: Separate the W9 (if applicable) from the vendor request form and go to Step 9.2 b. No: Scan the form and continue to Step 9.2

3. Save the file in: Computer > Administration > Vendors Records > Vendor Received W9 form > (First Letter of the Vendor Name) (Fig 92), as shown below:

4. File Name: (Vendor Account number) (Vendor Name)_(current date)

10 FORWARDING COPY W9 FORM TO ACCOUNTS PAYABLE 1. Send Email FROM [email protected] 2. Include Accounts Payable TO: Robin VanRemortal, Melonie Tahtinen & Karen Theys (Fig 95) 3. Subject: Include W9 Attached – (Vendor account number and Name) 4. Attach the W9 File (Fig 97) 5. Click Send (fig 98), as shown below:

Accounts Payable,

The attached W9 document(s) are stored in the following folder for future reference:

Administration Drive > Vendor Records > Vendor Received W9 Form > (filed by the name of the vendor under the appropriate Letter folder), as shown below:





11 REQUESTING W9 FROM VENDOR

1. Go to Brown County IntraNet http://www.employees.co.brown.wi.us/home/ 2. Click on Departments > Purchasing > Forms

3. Scroll down to Vendor / Supplier 4. Click on Vendor W9 Request Letter

5. This is a fillable PDF Form, enter in the vendor address and print

6. Click on the Brown County Substitute W9 Form 7. This is a fillable PDF Form, enter in the vendor number and print


http://www.employees.co.brown.wi.us/home/



12 MAILING VENDOR W9 REQUEST Before 3:00pm all administration / purchasing mail goes into the mail area.

1. After printing forms, place both forms together with the letter on top, fold first crease just under the ‘Dear Vendor or Individual’ wording

2. Place letter in window envelope

3. Before 3:00 pm all mail must be put in the mail pick up area. This mail will be expensed to Finance/ Admin. Use the below form to identify where the Document Center will bill expense.




4. Place envelope in mail pick up area

…THE END
