Vendors

1. Vendors Advantage Financial System

2. 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

3. Vendors Vendor Numbers: Businesses – Federal Tax ID number Individuals – an ASU assigned F31- number Employees and Students – ASU Affiliate ID

4. 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

5. Vendors To find an existing vendor: Search for the vendors name on VNAM Search for the vendor number on VEND

6. Vendor Tables VNAM – search by vendor name

7. Vendor Tables VNAS – search by vendor sort name

8. Vendor Tables VEND – search by vendor number

9. Vendor Tables VEN2 – verify the address

10. Vendor Tables VEN3 – verify tax information

11. Vendor Tables VNA2 - verify the vendor is not marked Do Not Use on (DNU will list the valid vendor number)

12. 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

13. 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

14. 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

15. VE: ASU Employee Enter the Affiliate ID as the vendor number

16. VE: ASU Employee Enter the Affiliate’s name as it will appear on the check

17. VE: ASU Employee Enter the department name and mail code for delivery

18. VE: ASU Employee Enter the Sort Name as Last, First

19. VE: ASU Employee Enter your first name, phone extension, and date of entry

20. VE: ASU Employee Enter “Y” to mark the vendor as an Individual

21. 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

22. VE: ASU Employee After Editing, the VE will populate the entry date and move to PEND1 status for approvals

23. VE: Off-Campus Individual Enter “INDIVIDUAL” for the vendor number if the vendor is using their SSN; if not, enter the Tax ID number

24. VE: Off-Campus Individual Enter the individual’s name as it will appear on the check

25. VE: Off-Campus Individual Enter the individual’s address

26. VE: Off-Campus Individual Enter the individual’s telephone and fax number, if provided

27. VE: Off-Campus Individual Enter the Sort Name as Last, First

28. VE: Off-Campus Individual Enter your first name, phone extension, and date of entry

29. 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

30. VE: Off-Campus Individual After Editing, the VE will populate the entry date and move to PEND1 status for approvals

31. VE: Off-Campus Business Enter the Tax ID Number of the company

32. VE: Off-Campus Business Enter the company name as it will appear on the check

33. VE: Off-Campus Business Enter the company address

34. VE: Off-Campus Business Enter the company telephone and fax number, if provided

35. VE: Off-Campus Business Enter the a contact at the company, if provided

36. VE: Off-Campus Business Enter the company name

37. VE: Off-Campus Business Enter your first name, phone extension, and date of entry

38. 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

39. VE: Off-Campus Business After Editing, the VE will populate the entry date and move to PEND1 status for approvals

40. VE: Foreign Entity Enter “FOREIGN” for the vendor number

41. VE: Foreign Entity Enter the company name as it will appear on the check

42. VE: Foreign Entity Enter the entire address including city and postal code on address lines 1 and 2

43. VE: Foreign Entity Enter the country name (no abbreviations) in the city field

44. VE: Foreign Entity State and zip code fields should be left blank

45. VE: Foreign Entity Enter the telephone and fax number, if provided

46. VE: Foreign Entity Enter a contact at the company, if provided

47. VE: Foreign Entity Enter the company name

48. VE: Foreign Entity Enter your first name, phone extension, and date of entry

49. 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

50. VE: Foreign Entity After Editing, the VE will populate the entry date and move to PEND1 status for approvals