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
Vendor MaintenanceCheck for an Existing Vendor
• Search by Tax ID (TIN)This will be the SSN or FEIN (Federal Employer Identification Number)
• Click ‘SEARCH’•
Vendor MaintenanceCheck for an Existing Vendor
• 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 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 MaintenanceEntering A New Vendor
• 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.
Vendor MaintenanceEntering A New Vendor
• 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*
Vendor MaintenanceEntering A New Vendor
• 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
Vendor MaintenanceEntering A New Vendor
• Location Tab = Area for payment information• The first payment location is always ‘001’• The description should be ‘SYSTEM CHECK’
Vendor MaintenanceEntering A New Vendor
• 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
Vendor MaintenanceEntering A New Vendor
• Click on the magnifying glass icon to see options Default Class options
Vendor MaintenanceEntering A New Vendor
• 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)
Vendor MaintenanceEntering A New Vendor
• 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
Vendor MaintenanceEntering A New Vendor• You will only need to change the Payment Method in
both places and the rest will auto populate.
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
Vendor MaintenanceEntering A New Vendor
• Go back to any tab and click ‘SAVE’• Vendor ID is generated
Vendor MaintenanceEntering A New Vendor
• 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/