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SFMA Vendor Number and System Changes

SFMA Vendor Number and System Changes. Presented by SFMS Systems Management September 15, 2011. Topics. Vendor profile TIN field Vendor number prefixes Algorithm logic and examples New SSN profile Existing SSN vendor profiles. Topics (Continued). ACH Website Vendor profile look-up

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SFMA Vendor Number and System Changes

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  1. SFMA Vendor Numberand System Changes Presented by SFMS Systems Management September 15, 2011

  2. Topics • Vendor profile TIN field • Vendor number prefixes • Algorithm logic and examples • New SSN profile • Existing SSN vendor profiles

  3. Topics (Continued) • ACH Website • Vendor profile look-up • S03N – Vendor Number Inquiry • S03A – Vendor Alpha Inquiry • Interface/extract vendor crosswalk file • Conversion of existing ADPICS vendors

  4. Vendor profile TIN field • In order to meet the requirements of SB583, the Tax Identification Number (TIN) field was added to the S052 Systemwide Vendor Profile screen S052 UC: 17 STATE OF OREGON 10/04/10 01:55 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: 555115597

  5. Vendor profile TIN field • Once the vendor profile is activated, the TIN field cannot be seen by non-central users S052 UC: 17 STATE OF OREGON 10/04/10 02:55 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 6 W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: A • 1099-Misc Reporting Jobs use the TIN field

  6. Vendor number prefixes

  7. Prefixes to convert

  8. Algorithm logic for SSN vendor numbering • 1st character is a prefix 3 or 4 • 2nd – 5th characters are last 4 digits of the vendor’s Social Security Number • 6th character is a 1 • 7th – 10th characters are the next (lowest) available numbers

  9. Prefix ‘1’ algorithm example: Original Converted SSN Vendor #Algorithm # 1455125432 3543210001 1567105432 3543210002 1567895432 3543210003 Prefix 3 + last 4 SSN + 1 + system assigned last 4

  10. Prefix ‘9’ algorithm example: Original Converted SSN Vendor #Algorithm # 9455125497 4549710001 9567105497 4549710002 9567895497 4549710003 Prefix 4 + last 4 SSN + 1 + system assigned last 4

  11. Algorithm vendor number will not be reused • We have determined that we will NOT reuse Algorithm vendor numbers including: • Vendor profiles deleted during the review/activation process • Vendor profiles purged during the Vendor Purge program • If we need more algorithm vendor numbers, we can increment the 6th digit from a ‘1’ to a ‘2’. This would not happen until we had 90,000 SSN vendors with the same last 4 digits of their SSN

  12. New SSN profileNew Systemwide Vendor Profile – S052 S052 UC: 17 STATE OF OREGON 10/04/10 01:50 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE:

  13. New Systemwide Vendor Profile – S052 (cont.)F10 to Save / Error Message Received S052 UC: 17 STATE OF OREGON 10/04/10 01:51 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE: 10042010 V01 INV VENDOR 1ST DIGIT

  14. New Systemwide Vendor Profile – S052 (cont.)F1-Help to View Error Description S090 UC: 17 STATE OF OREGON 10/04/10 01:52 PM LINK TO: NEWS/HELP TABLE ACPT KEYWORD: V01 PAGE: 01 CODE: V01 INV VENDOR 1ST DIGIT DATA ELEMENT: VENDOR NUMBER EXPLANATION: THE FIRST DIGIT OF A SYSTEMWIDE VENDOR NUMBER MUST BE > 0. 52 SYSTEMWIDE VENDOR PROFILE PREFIXES ARE AS FOLLOWS: 1 = STATEWIDE VENDORS WITH FEI/SSN FIELD = F OR O 2 = FOREIGN VENDORS WITH FEI/SSN FIELD = F OR O 3 = STATEWIDE VENDORS WITH FEI/SSN FIELD = S 4 = AGENCY SPECIFIC VENDORS WITH FEI/SSN FIELD = S 7 = AGENCY SPECIFIC VENDORS WITH FEI/SSN FIELD = O STATUS CODE: A EFF START DATE: 07012010 EFF END DATE: LAST PROC DATE: 10042010 Z06 RECORD SUCCESSFULLY RECALLED

  15. New Systemwide Vendor Profile – S052 (cont.)Change vendor prefix to ‘3’ S052 UC: 17 STATE OF OREGON 10/04/10 01:53 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO:3555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE: 10042010 V01 INV VENDOR 1ST DIGIT

  16. New Systemwide Vendor Profile – S052 (cont.)F10 to save new profile/algorithm is applied S052 UC: 17 STATE OF OREGON 10/04/10 01:54 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3559710001 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: CLARK KENT SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: 555115597 ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE: 10042010

  17. Activated vendor profile S052 UC: 17 STATE OF OREGON 10/04/10 02:15 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3559710001 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: CLARK KENT SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 6 ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: A EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE: 10042010 Z07 NEXT RECORD SUCCESSFULLY READ

  18. Existing ‘SSN’vendor profiles • Profiled ‘SSN’ vendors will be cloned and given an algorithm number • Original ‘SSN’ vendor profiles will be inactivated • The original, now inactive, profile will display the ‘new’ vendor number to use

  19. Original SSN vendor number profile (after conversion) S052 UC: 17 STATE OF OREGON 10/04/10 01:55 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1540549966 NAME CONTROL: PARK VENDOR NAME: ALAN C PARK SEARCH NAMES: ALAN C PARK PARK,ALAN,C ALT VENDOR/FID: 3996610002 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 0 ADDRESS: 155 COTTAGE STREET CITY: SALEM ST: OR ZIP: 97301 CNTRY: VENDOR CONTACT: USE ALGORITHM VENDOR #3996610002 TAX OFFSET EXMPT: N TELEPHONE: 503 528 8404 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 500 CONTACT: RUTH PARK PHONE: 503 378 6218 DIR DEP DATE: W9 REQUEST DATE: 11141996 BU/WH EFF DATE: STATUS CODE: I EFF START DATE: 10091996 EFF END DATE: LAST PROC DATE: 09142010

  20. Converted SSN vendor number profile S052 UC: 17 STATE OF OREGON 10/04/10 01:55 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3996610002 NAME CONTROL: PARK VENDOR NAME: ALAN C PARK SEARCH NAMES: ALAN C PARK PARK,ALAN,C ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 0 ADDRESS: 155 COTTAGE STREET CITY: SALEM ST: OR ZIP: 97301 CNTRY: VENDOR CONTACT: ADDR CHG TAX OFFSET EXMPT: N TELEPHONE: 503 528 8404 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 500 CONTACT: RUTH PARK PHONE: 503 378 6218 DIR DEP DATE: W9 REQUEST DATE: 11141996 BU/WH EFF DATE: STATUS CODE: A EFF START DATE: 10091996 EFF END DATE: LAST PROC DATE: 09142010

  21. Original vendor number mail code profile (after conversion) S051 UC: 17 STATE OF OREGON 09/29/10 04:29 PM LINK TO: VENDOR MAIL CODE PROFILE ACPT VENDOR NO: 1540549966 ALAN C PARK MAIL CODE: 004 NAME: ALAN C PARK SEARCH NAMES: ALAN C PARK PARK,ALAN,C ADDRESS: 156 COTTAGE STREET CITY: SALEM ST: OR ZIP: 97301 COUNTRY: REGION: TAX RATE: UPDATE REASON: ADD OWNERSHIP CODE: I LICENSE: VENDOR CONTACT: USE ALGORITHM VENDOR #3996610002 FAX: 503 378 5874 TELEPHONE: 503 399 9691 EXT: ALT VEND NAME: V LTR DATE: PDT: MA EMAIL: PNI: AGY: 500 CONTACT: LEROY PARK PHONE: 503 945 6228 DIR DEP DATE: HOLD REASON CODE: STATUS CODE: I EFF START DATE: 06122007 EFF END DATE: LAST PROC DATE: 09142010

  22. Converted vendor number mail code profile S051 UC: 17 STATE OF OREGON 09/29/10 04:35 PM LINK TO: VENDOR MAIL CODE PROFILE ACPT VENDOR NO: 3996610002 ALAN C PARK MAIL CODE: 004 NAME: ALAN C PARK SEARCH NAMES: ALAN C PARK PARK,ALAN,C ADDRESS: 156 COTTAGE STREET CITY: SALEM ST: OR ZIP: 97301 COUNTRY: REGION: TAX RATE: UPDATE REASON: ADD OWNERSHIP CODE: I LICENSE: VENDOR CONTACT: REMIT TO ADDITIONAL ADDRESS FAX: 503 378 5874 TELEPHONE: 503 399 9691 EXT: ALT VEND NAME: V LTR DATE: PDT: MA EMAIL: PNI: AGY: 500 CONTACT: LEROY PARK PHONE: 503 945 6228 DIR DEP DATE: HOLD REASON CODE: STATUS CODE: A EFF START DATE: 06122007 EFF END DATE: LAST PROC DATE: 09142010

  23. ACH Transaction-Before algorithm is applied S084 UC: 01 STATE OF OREGON 09/09/11 01:11 PM LINK TO: ACCOUNTING EVENT RECORD INQUIRY ACPT BATCH: AGENCY 107 DATE 090911 TYPE 4 NO 912 SEQ NO 00001 REC TYPE: A STATUS: A GL: DR1 3501 CR1 1211 DR2 CR2 DR3 CR3 DR4 CR4 DOC AGY: 107 DOC DATE: EFF DATE: 090911 DUE DATE: 090911 SERV DATE: CUR DOC/SFX/CLASS: VP090911 001 MOD: REF DOC/SFX/CLASS: AGENCY: 107 TRANS CODE: 222 INDEX: PCA: 80703 AY: 13 COMP/AGY OBJ: 4154 4154 AMOUNT: 100.00 RVS: DISCOUNT: .00 FO: PDT: DA CI: PROP #: 1099: INV-NO: DT: VEND/MC: 1123456789 000 DESC: TEST SMR 2082-PREFIX 1 TRANS NAME: JOHN SMITH CONT NO: CITY: SALEM ST: OR ZIP: 97301 RTI: PMT-NO: 950388465 DT: 090911 AP NO: 31501 FUND: 4450 AGY GL: GRANT NO/PH: SUB GRANTEE: PROJ NO/PH: MPCD: AGY CD-1: 2: 3: 15000 CASH FUND: 15000 G38-TRANSFER: PMT TYPE: INT TM: 0.000 BANK: DISC-DT: TM: PEN-DT: TM: PEN AMT: .00 LAST PROC - DT: 08162011 TIME: 0918 ORIG SEQ NO: APPROVAL DT: 090911

  24. ACH Website showing vendor’s payment

  25. ACH Transaction-After algorithm is applied S084 UC: 01 STATE OF OREGON 09/09/11 01:58 PM LINK TO: ACCOUNTING EVENT RECORD INQUIRY ACPT BATCH: AGENCY 291 DATE 091411 TYPE 4 NO 151 SEQ NO 00001 REC TYPE: A STATUS: A GL: DR1 3501 CR1 1211 DR2 CR2 DR3 CR3 DR4 CR4 DOC AGY: 291 DOC DATE: EFF DATE: 091411 DUE DATE: 091411 SERV DATE: CUR DOC/SFX/CLASS: VP091411 001 MOD: REF DOC/SFX/CLASS: AGENCY: 291 TRANS CODE: 222 INDEX: PCA: 21117 AY: 13 COMP/AGY OBJ: 4999 AMOUNT: 400.00 RVS: DISCOUNT: .00 FO: PDT: DA CI: PROP #: 1099: INV-NO: SMR2017 DT: 091611 VEND/MC: 3678900004 000 DESC: TEST SMR2017 ACH SETTLEMENT NAME: JOHN SMITH CONT NO: CITY: SALEM ST: OR ZIP: 97301 RTI: PMT-NO: 950388471 DT: 091411 AP NO: 36100 FUND: 1211 AGY GL: GRANT NO/PH: SUB GRANTEE: PROJ NO/PH: MPCD: AGY CD-1: 2: 3: 00401 CASH FUND: 01000 G38-TRANSFER: PMT TYPE: INT TM: 0.000 BANK: DISC-DT: TM: PEN-DT: TM: PEN AMT: .00 LAST PROC - DT: 08262011 TIME: 1354 ORIG SEQ NO: APPROVAL DT: 091411

  26. ACH Website showing vendor’s payments

  27. Vendor profile look-up • S03N – Vendor Number Inquiry. • S03A – Vendor Alpha Inquiry. • S052/S051 – You can still search for the correct vendor or mail code by putting in part of the vendor number and scrolling through until you find the vendor you are looking for.

  28. Vendor number look-up S03N UC: 17 STATE OF OREGON 09/30/10 11:32 AM ACTIVE VENDOR NUMBER INQUIRY ACPT VENDOR NO: 39966 AGY: S VENDOR NO / MC PDT SC VENDOR NAME ADDRESS 1 3996610001 000 MA A MIGUEL TELLEZ 557 NW 99TH BLVD 3996610002 000 MA A ALAN C PARK 155 COTTAGE STREET 3996610002 003 MA A ALAN C PARK % PSYCHIATRIC SECURIT 3996610002 004 MA A ALAN C PARK 156 COTTAGE STREET 3996610003 000 MA I CHUCK TOMAC 1057 NW CASA DEL MAR

  29. Vendor name look-up S03A UC: 17 STATE OF OREGON 09/30/10 01:12 PM ACTIVE VENDOR ALPHA INQUIRY ACPT SELECT VENDORS FROM: S (S=SYSTEMWIDE, A=AGENCY) SEARCH NAME: PARK AGY: VENDOR TYPE: S VENDOR NO / MC SC PDT VENDOR NAME ADDRESS 1544929966 003 I MA ALAN C PARK % PSYCHIATRIC SECURIT 206 NE 15TH STE 123 3996610002 003 A MA ALAN C PARK % PSYCHIATRIC SECURIT 206 NE 15TH STE 123 1544929966 000 I MA ALAN C PARK 155 COTTAGE STREET 1544929966 004 I MA ALAN C PARK 156 COTTAGE STREET 3996610002 000 A MA ALAN C PARK 155 COTTAGE STREET 3996610002 004 A MA ALAN C PARK 156 COTTAGE STREET 1OR0102011 000 A MA ALAN C PARK % PSYCHIATRIC SECURIT 206 NE 15TH STE 123

  30. Interface/extract vendor crosswalk file • A crosswalk file listing the Old vendor number and the New vendor number will be available after the conversion. • Approximately 41,000 of the 131,000+ vendor profiles (52 screen) will meet the criteria to be converted.

  31. Crosswalk file sample Old numberNew number 1455125432 3543210001 1555115596 3559610005 1555115597 3559710001 1567105432 3543210002 1567895432 3543210003 9455125497 4549710001 9567105497 4549710002 9567895497 4549710003

  32. Conversion of existing ADPICS SSN Vendors • Due to the small volume of Social Security Number vendors that exist in ADPICS, new algorithm vendors will be manually added by SFMS. • This will take place as soon as possible after the conversion occurs in Production.

  33. Questions/contacts General questions regarding conversion: • Alan Park – 503-373-0262 • Alan.Park@das.state.or.us Interface/extract testing/Acceptance region access: • Ru Chen – 503-373-0268 • Ru.Chen@das.state.or.us

  34. New Vendor Activations with the Algorithm Presented by SFMS Operations September 15, 2011

  35. Adding A New Vendor General Information • Before adding a new vendor check the 3A screen to verify that the vendor is not already on R*STARS • R*STARS allows duplicate vendor names but not duplicate vendor numbers • Search by last name, first name for individual or at least the 1st three letters of the business name • Make sure the vendor is not under a different vendor number • Check for duplicate addresses • If the vendor is not already found on 3A screen enter the new vendor on the 52 profile

  36. Here’s an example of the 3A screen: S03A UC: 04 STATE OF OREGON 03/10/09 09:28 AM VENDOR ALPHA INQUIRY PROD SELECT VENDORS FROM: S (S=SYSTEMWIDE, A=AGENCY) SEARCH NAME: JONES,ROBERT AGY: VENDOR TYPE: S VENDOR NO / MC SC PDT VENDOR NAME ADDRESS 1OR000XXX 000 A MA ROBERT JONES 3454 30TH AVE NE 1540000000 000 A MA ROBERT JONES PO BOX 744

  37. Adding An Individual/Business with an FEINPrefix “1” • The process for vendors beginning with a “1” has not changed for vendors with an FEIN (Federal Employer Identification Number) • It is very important that agencies determine if a vendor TIN (Tax Identification Number) is an FEIN or an SSN. Agencies have been doing an excellent job at determining this. SFMS currently changes less than 5% of the profiles • Type in a “1” and FEIN in the vendor number field • The 1099 IND is “Y”, the FEI/SSN is “F”, the Reason Code is “ADD” Vendor Type is “8” and the Ownership Code is “I”

  38. S052 UC: 10 STATE OF OREGON 10/01/10 03:15 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1770685488 NAME CONTROL: OREG VENDOR NAME: OREGON TRAIL DEMOCRATS SEARCH NAMES: OREGON TRAIL DEMOCRATS OREGO 97011 ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: F REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: 770685488 ADDRESS: PO BOX 160 CITY: BRIGHTWOOD ST: OR ZIP: 97011 CNTRY: VENDOR CONTACT: LINDA LAYNE TAX OFFSET EXMPT: N TELEPHONE: 503 622 1784 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 999 CONTACT: LISA WOOD PHONE: 503 945 0000 UPDATED BY: WOOD, LISA DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 08062010 EFF END DATE: LAST PROC DATE: 08062010 Z06 RECORD SUCCESSFULLY RECALLED

  39. Adding An Individual/Business with an FEINPrefix “1” • When SFMS reviews the vendor for activation, the vendor will be TIN Matched with the IRS • If the vendor comes back as a match and an FEIN, SFMS will activate the vendor, this process has not changed • If the vendor comes back and is not a match, SFMS will not activate the vendor, this process has not changed • If the vendor comes back as a match, but the TIN is an SSN instead of an FEIN, SFMS will set up a new profile beginning with a “3” and the algorithm will be applied • SFMS will not activate the original vendor and will put a message on the original indicating the new vendor #

  40. Adding An Individual/Business with an FEIN Prefix “1” in ADPICS • PCHL5200 – Enter vendor in ADPICS using current process • F10 to Save/F11 to Add to R*STARS • SFMS Vendor Desk will perform the verification, complete missing information & make necessary changes in R*STARS and ADPICS consistent with all vendors with an FEIN, prefix “1”

  41. Adding Individuals with an SSNPrefix “3” • The process for vendors beginning with a “3” is new for vendors with an SSN (Social Security Number) • It is very important that agencies determine if a vendor TIN (Tax Identification Number) is an FEIN or an SSN • In the vendor number field type a “3” and then the Social Security # • 1099 IND “Y”, FEI/SSN will be “S”, Reason Code “ADD”, Vendor Type “8” and Ownership Code will be “I” • As soon as the vendor profile is saved, the algorithm will take place. Agency staff will be able to view the new vendor # at that time

  42. S052 UC: 10 STATE OF OREGON 10/01/10 03:08 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3021710001 NAME CONTROL: TES VENDOR NAME: TEST VENDOR SEARCH NAMES: TEST VENDOR VENDOR,TEST, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: 544020217 ADDRESS: TEST CITY: LEBANON ST: OR ZIP: 97355 CNTRY: VENDOR CONTACT: ALAN PARK TAX OFFSET EXMPT: N TELEPHONE: 503 373 1044 EXT: 248 FAX: 503 378 8940 HOLD RSN: PDT: MA EMAIL: PNI: AGY: 999 CONTACT: LISA WOOD PHONE: 503 945 0000 UPDATED BY: PARK, ALAN DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 08242010 EFF END DATE: LAST PROC DATE: 08242010 Z06 RECORD SUCCESSFULLY RECALLED

  43. Adding Individuals with an SSNPrefix “3” • When SFMS reviews the vendor for activation, the vendor will be TIN Matched with the IRS • If the vendor comes back as a match and an SSN, SFMS will activate the vendor and change the vendor type to “7”, these vendors no longer receive W-9s, this process has not changed • If the vendor comes back and is not a match, SFMS will not activate the vendor, this process has not changed • If the vendor comes back as a match, but the TIN is an FEIN instead of an SSN, SFMS will set up a new profile beginning with a “1” and the FEIN • SFMS will not activate the original vendor and will put a message on the original indicating the new vendor #

  44. Adding Individuals with an SSNPrefix “3” in ADPICS • PCHL5200 – Enter vendor in ADPICS using current process with prefix “1” • F10 to Save/F11 to Add to R*STARS • SFMS Vendor Desk will perform the verification, complete missing information & make necessary changes in R*STARS and ADPICS

  45. ADPICS vendor profilesF10 to Save/F11 to add to R*STARS PCHL5200 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/2010 1:42 PM LINK TO: VENDOR TABLE MAINTENANCE VENDOR: 1555115596 NAME: BRUCE WAYNE ALT. NAMES : BRUCE WAYNE BATMAN NOTES : N UPDATED: 10/07/10 DELETE (Y/N): N ALT. VENDOR ID: VENDOR STATUS: ORDER ADDRESS : 10101 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: REMIT ADDRESS : 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: CONTACT : ALFRED DOLLARWORTH TELEPHONE : 212 123 4567 EXT FAX : EXPEDITOR CODE : AGY : 107 CONTACT: JIM GORDON PHONE: 212 321 7654 DELETE REASON : UPDATED BY : PARK, ALAN R*STARS STATUS: VENDOR INFORMATION SUCCESSFULLY ADDED TO RSTARS

  46. ADPICS vendor profilesSFMS Vendor Desk selects vendor to review S03S UC: 04 STATE OF OREGON 10/07/10 01:59 PM LINK TO: VENDOR RECORD STATUS INQUIRY ACPT STATUS: P (P/R/B) S PROC DT AGY VENDOR ID MC NAME TIN SC 07/16/10 107 1093116559 000 GORGE NETWORKS INC 2 P 07/16/10 107 1153160586 000 BROAD SKY NETWORKS LLC 3 P 07/20/10 107 1325070760 000 VIRTUAL INFORMATION EXECUTIVES P 07/20/10 100 1562319041 000 FAMILY VALUES COMMUNICATIONS LLC P 08/02/10 581 1721366400 502 NTNL ASSOC OF STATE DIRECT OF MIGRANT ED I P S 10/07/10 107 1555115596 000 BRUCE WAYNE P

  47. ADPICS vendor profilesProfile before SFMS Vendor Desk changes S052 UC: 04 STATE OF OREGON 10/07/10 02:03 PM LINK TO: ACTIVE SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115596NAME CONTROL: VENDOR NAME: BRUCE WAYNE SEARCH NAMES: BRUCE WAYNE BATMAN ALT VENDOR/FID: 1099 IND: FEI/SSN IND:REASON CODE: ADPX VENDOR TYPE: OWNRSHP CD:TIN MATCH: TIN: 555115596 ADDRESS: 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CNTRY: VENDOR CONTACT: ALFRED DOLLARWORTH TAX OFFSET EXMPT: TELEPHONE: 212 123 4567 EXT: FAX: HOLD RSN: PDT: EMAIL: PNI: AGY: 107 CONTACT: JIM GORDON PHONE: 212 321 7654 UPDATED BY: PARK, ALAN DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: P EFF START DATE: 10072010 EFF END DATE: LAST PROC DATE:10072010

  48. ADPICS vendor profilesProfile in R*STARS after Vendor Desk changes S052 UC: 17 STATE OF OREGON 10/07/10 02:10 PM LINK TO: ACTIVE SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3559610005 NAME CONTROL: WAYN VENDOR NAME: BRUCE WAYNE SEARCH NAMES: BRUCE WAYNE BATMAN WAYNE,BRUCE, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADPX VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 6 ADDRESS: 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CNTRY: VENDOR CONTACT: ALFRED DOLLARWORTH TAX OFFSET EXMPT: N TELEPHONE: 212 123 4567 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 107 CONTACT: JIM GORDON PHONE: 212 321 7654 DIR DEP DATE: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: A EFF START DATE: 10072010 EFF END DATE: LAST PROC DATE:10072010

  49. ADPICS vendor profilesOriginal vendor with message showing converted vendor number PCHL5200 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/2010 1:42 PM LINK TO: VENDOR TABLE MAINTENANCE VENDOR: 1555115596 NAME: BRUCE WAYNE ALT. NAMES : BRUCE WAYNE BATMAN NOTES : N UPDATED: 10/07/10 DELETE (Y/N): Y ALT. VENDOR ID: VENDOR STATUS: ORDER ADDRESS : 10101 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: REMIT ADDRESS : 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: CONTACT : USE 3559610005 TELEPHONE : 212 123 4567 EXT FAX : EXPEDITOR CODE : AGY : 107 CONTACT: JIM GORDON PHONE: 212 321 7654 DELETE REASON : ALGORITHM UPDATED BY : PARK, ALAN R*STARS STATUS: P

  50. ADPICS vendor profilesConverted vendor profile added to ADPICS by SFMS Vendor Desk PCHL5200 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/2010 1:42 PM LINK TO: VENDOR TABLE MAINTENANCE VENDOR: 3559610005 NAME: BRUCE WAYNE ALT. NAMES : BRUCE WAYNE BATMAN NOTES : N UPDATED: 10/07/10 DELETE (Y/N): N ALT. VENDOR ID: VENDOR STATUS: ORDER ADDRESS : 10101 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: REMIT ADDRESS : 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: CONTACT : ALFRED DOLLARWORTH TELEPHONE : 212 123 4567 EXT FAX : EXPEDITOR CODE : AGY : 107 CONTACT: JIM GORDON PHONE: 212 321 7654 DELETE REASON : UPDATED BY : PARK, ALAN R*STARS STATUS: A

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