Vendor Maintenance Team Introductions Vendor Maintenance Team Mitzi Cafer Rogers – Manager Shelly Flint – Accounting Specialist Elizabeth (Jo) Boswell.

Vendor MaintenanceTeam Introductions

Vendor Maintenance Team• Mitzi Cafer Rogers – Manager• Shelly Flint – Accounting Specialist• Elizabeth (Jo) Boswell – Administrative Specialist

Vendor MaintenancePresentation Overview

Today’s Presentation • Operations Update• First - How to Check for an Existing Vendor• Second - How To Enter a New Vendor• Conclusion Wrap Up

Vendor MaintenanceOperations Update

• The Vendor Team implemented a weekly IRS TIN matching verification for all new vendors entered the prior week. As a result, W9’s will no longer be required for new vendor requests.

• If the weekly TIN matching fails for any reason, the Vendor Team will request a W9 at that time.

• It is understood that each agency requires and stores W9’s for the vendors they establish.

Vendor MaintenanceOperations Update

• Communications with the Vendor Team• Move the communications from ARVENDOR to ManageEngine

Help Desk• Security• Audit trail• Reporting • Management of Agency Requests

• The Vendor Team is contacting each agency and will work one on one with you to get you migrated to the ManageEngine Help Desk

• Goal is to have all agencies using ManageEngine by June 30, 2014

Vendor MaintenanceCheck for an Existing Vendor

WHY should you check to see if there is already a vendor?• To Prevent Duplicates• Duplicates cause payment problems• Duplicates cause address issues• Can cause 1099 reporting errors• System efficiency

Always check first before entering a vendor• If you have a TIN (SS# or FEIN), or name, check to see if

the vendor you are adding is already in SMART • Here is the path in SMART: • Vendors>Vendor Information>Add Update>Review Vendors


• Sign in to SMART• Open Vendors


• Select Vendor Information


• Select Add/Update then Review Vendors


• Search by Tax ID (TIN)This will be the SSN or FEIN (Federal Employer Identification Number)

• Click ‘SEARCH’•


• If there are still no vendors found then you are SAFE to add the vendor as NEW

• This message generally means it is safe to create a new vendor

Vendor MaintenanceEntering A New Vendor




• Vendor Name = John Smith• Vendor Shortname = Smith,John


• Vendor Name 1 is the full legal IRS name • A tax identification match is run, the system takes this

field and matches it to what is in the 1099 for the tax id. If this does not match, the vendor has to be denied• If the state knowingly pays a vendor under the wrong

name or tax id, the state will get fined


• Vendor Name 2 field is optional and is usually the DBA of the business• Eg: . John’s Motor Sport is doing business as John’s ATV.

He reports his taxes under John’s Motor Sports but his logo and invoice will say John’s ATV.


• The Vendor status can be affected only by the system or the Vendor Maintenance Team• The Classification is Supplier, even if the vendor is an

employee• HCM means that there are payroll remittances. Payroll

has to authorize any changes to these vendors. • Persistence field auto populates• *Withholding determines whether a 1099 is generated*


• Address ID 1 = MAIN • This is the address where the 1099 is mailed

Vendor MaintenanceEntering A New Vendor• Address 1 = address your envelope! • If you have a “Attn:’ or ‘C/O’ enter this information in the third line. • Payment/Alt- this information overrides the Vendor Name 1


• Location Tab = Area for payment information• The first payment location is always ‘001’• The description should be ‘SYSTEM CHECK’


• 1099 information is for the IRS


• If the vendor is 1099 reportable, then they are withholding• Both Main Information tabs should be completed

• If the vendor is not 1099 reportable • then only second Main Information tab is completed

1099 Reportable

Non-1099 Reportable


• Click on the magnifying glass icon to see options Default Class options


• Entity = IRS Type=1099 Jurisdiction=FED Default Class=07 is the best choice if you don’t know.• Entity=IRS Address= auto TIN Type = • S for Single or Social Security Number• F for Fed or FEIN (Federal Employer Identification Number)


• Adding an ACH is Location 002• The last four of the bank account number should be in

the description. • The 1099 information is entered the same as a system

check


• Adding the banking information• Click on Payables


• Click on Additional Payables Options

Vendor MaintenanceEntering A New Vendor• You will only need to change the Payment Method in

both places and the rest will auto populate.


• Choose Vendor Bank Account Options

Vendor MaintenanceEntering A New Vendor• Enter the banking information• Descr = ‘BANK ACCOUNT1234’ (where 1234 is the last four of the bank account number)• Bank Name= Bank ID Qualifier = 001 Account Type = Checking or Time Deposit• Bank ID = Transit Routing Number Bank Account Number = actual bank account

number DFI Qualifier = 01


• Go back to any tab and click ‘SAVE’• Vendor ID is generated


• After a vendor is created, the Status goes to Unapproved.• All of the Unapproved vendors go through an address

check in FirstLogic over night.• Every morning, the Vendor Maintenance Team pulls the

Unapproved list and changes the Vendors approved or notifies the agencies if there is anything that needs attention.• If an agency needs to use a vendor for payment the day it

is created, an urgent help desk ticket should be created to get the vendor approved.

Vendor MaintenanceConclusion

Summary• W9’s only on Request• ARVENDOR to be discontinued June 30, 2014 as agencies

migrate to ManageEngine Help Desk • ALWAYS check to see if the vendor exists before entering

it as new!

Contact Information• 785-368-8000 or https://dahelpdesk.ks.gov/

https://dahelpdesk.ks.gov/



Vendor Maintenance Team Introductions Vendor Maintenance Team Mitzi Cafer Rogers – Manager Shelly Flint – Accounting Specialist Elizabeth (Jo) Boswell.

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