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February 3, 2010

Vendor Conversion Walkthrough Sunflower Project Statewide Management, Accounting, and Reporting Tool Update. February 3, 2010. Today’s Topics. Introduction Vendor Conversion Overview Vendor Conversion Walkthrough Vendor Record Vendor ID Numbers Record Vendor Address Record

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February 3, 2010

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  1. Vendor Conversion WalkthroughSunflower ProjectStatewide Management, Accounting, and Reporting Tool Update February 3, 2010

  2. Today’s Topics • Introduction • Vendor Conversion Overview • Vendor Conversion Walkthrough • Vendor Record • Vendor ID Numbers Record • Vendor Address Record • Vendor Address Phone Record • Vendor Location Record • Vendor TIN Record • Vendor Withholding • Vendor Pay Record • Closing

  3. Vendor ConversionOverview • The purpose of the vendor conversion is to establish existing STARS vendors in SMART. • Active vendors in STARS will be converted to SMART. There are approximately 195,000 vendors being converted. • Inactive vendors, foreign vendors, and employee vendors (excluding Regents) will be excluded from the conversion. • State agencies will be loaded as vendors in SMART. • The vendor conversion is scheduled to occur on 06/07/10. • Interfacing agencies need to update the vendors in their systems in order to use the SMART vendors on transactions. • Interfacing agencies can use INF01 – Outbound Vendors Interface to load SMART vendors into their systems. Daily execution of INF01 will start on 06/07/10 after the conversion is complete.

  4. Converted VendorsVendor (001) • The Vendor record (VENDOR/Row ID 001) is the header/parent record for a • vendor’s data. There is one Vendor record for each vendor. • SETID: Will be SOKID for all converted vendors, as all vendors are shared. • VENDOR_ID: Uniquely identifies the vendor. The value is a 10-digit vendor number assigned during the conversion (e.g., 0000000001). • NAME1: Will be STARS Vendor Name (VE-VENDOR-NAME). • NAME2: Will be STARS Vendor Business Name (VE-VENDOR-BUSINESS-NAME). • OLD_VENDOR_ID: Will be STARS Vendor Number (VE-VENDOR-NO). This field is only used for converted vendors and is not available online.

  5. Converted Vendors Vendor (001) – Cont. • STARS • SMART Vendor record

  6. Converted VendorsVendor ID Numbers (002) The Vendor ID Numbers record (VENDOR_ID_NBRS/Row ID 002) will not be populated for converted vendors.

  7. Converted Vendors Vendor Address (003) • The Vendor Address record (VENDOR_ADDR/Row ID 003) contains the • vendor’s addresses. There can be multiple VendorAddress records for each • vendor. One record is created for each STARS Vendor Suffix Number. • Associated to VENDOR record by SETID, VENDOR_ID. • ADDRESS_SEQ_NUM: This is the address that is placed on a procurement document. A vendor can have multiple address sequence numbers. This value will be assigned sequentially by the conversion program, beginning with ‘1’. • ADDRESS1: Will be STARS Vendor Address (VE-VENDOR_ADDRESS). • CITY: Will be STARS Vendor City (VE-VENDOR-CITY). • STATE: Will be STARS Vendor State (VE-VENDOR-STATE).

  8. Converted Vendors Vendor Address (003) – Cont. • POSTAL: Will contain both STARS VE-VENDOR-ZIP-1-5 and STARS VE-VENDOR-ZIP-6-9 in the following format: 66604-4029. • DESCR: Contains the STARS Vendor Suffix Number.

  9. Converted Vendors Vendor Address (003) – Cont. • STARS • SMART Vendor Address record

  10. Converted Vendors Vendor Address Phone (004) • The Vendor Address Phone record (VENDOR_ADDR_PHN/Row ID 004) is • associated to VENDOR_ADDR record by SETID, VENDOR_ID, • ADDRESS_SEQ_NUM. For converted vendors, this record will store various • information: • STARS Phone Number in PHONE field • PHONE_TYPE = LEG1 • Will be STARS Area Code (VE-PHONE-AREA-CODE) + STARS Phone Prefix (VE-PHONE-PREFIX) + STARS Phone Number (VE-PHONE-NUMBER) in the following format: 785/123-4444 • STARS Vendor Contact (First 25 characters) in PHONE field • PHONE_TYPE = LEG2 • STARS Vendor Contact (Last 15 characters) in PHONE field • PHONE_TYPE = LEG3 • SMART Location in COUNTRY_CODE field • PHONE_TYPE = .PLC New

  11. Converted Vendors Vendor Address Phone (004) – Cont. • STARS • SMART Vendor Address record • SMART Vendor Address Phone record

  12. Converted VendorsVendor Location (005) • The Vendor Location record (VENDOR_LOC/Row ID 005) contains the locations • for each vendor. A vendor location comprises information such as procurement • options, payment options, withholding options, pay to bank accounts, and so on. • Default bank information, such as payment method, is associated to the vendor • location. • Associated to VENDOR record by SETID, VENDOR_ID. • VNDR_LOC: There will no longer by a one-to-one relationship between Vendor Location and Vendor Address. There will be one Vendor Location for each bank account/ payment method. Assigned sequentially starting with 001, 002, 003, etc. Each vendor will have ‘001’ as its default location. This location will default on transactions if no location is provided. • DESCR: Contains a reference to the location’s payment information. Will contain either System Check or ACH *********1111. Update

  13. Converted VendorsVendor Location (005) – Cont. STARS 001 002 003 SMART Vendor Address record SMART Vendor Location record

  14. Converted VendorsVendor Location (005) – Cont. STARS 001 002 003 SMART Vendor Address record SMART Vendor Address Phone record

  15. Converted VendorsVendor TIN (006) • The Vendor TIN record (VENDOR_TIN/Row ID 006) contains the • withholding/Tax ID information for each vendor location. There will be one • Vendor TIN record for each Vendor Location record. • Associated to VENDOR_LOC record by SETID, VENDOR_ID. • TIN: Will be STARS VE-VENDOR-NO.

  16. Converted VendorsVendor TIN (006) – Cont. STARS SMART Vendor Location record SMART Vendor TIN record

  17. Converted VendorsVendor Withholding (007) • The Vendor Withholding Jurisdiction record (VENDOR_WTHD_JUR/Row • ID 007) contains the withholding information for each vendor location. There will be one Vendor Withholding Jurisdiction record for each vendor location if the STARS 1099 field is ‘Y’. • The following data will be populated in this record during the conversion: • Associated to VENDOR_LOC record by SETID, VENDOR_ID. • WTHD_ENTITY : This will be defaulted to ‘IRS’. • WTHD_TYPE: This will be defaulted to ‘1099’. • DEFAULT_CLASS : This will be defaulted to ’07’ (Non Employee Compensation).

  18. Converted VendorsVendor Pay (008) • The Vendor Pay record (VENDOR_PAY/Row ID 008) contains the payment • information for each vendor location. There will be one Vendor Pay recordfor • each location. • Associated to VENDOR_LOC record by SETID, VENDOR_ID and VNDR_LOC. • PYMNT_METHOD: If bank account information is populated in STARS, the Payment Method will be ‘ACH’ in SMART. If the vendor’s payment method is not ACH, the default value will be System Check when creating a voucher.

  19. Converted VendorsVendor Pay (008) – Cont. STARS SMART Vendor Location record SMART Vendor Pay record

  20. Closing • How you can communicate with us: • Office Hours – Come see us! • Monthly Interface and Conversion Meetings – Participate, bring your questions and issues or send them to us in advance • Email – SunflowerFMS@da.ks.govSubject “Vendor Conversion” with suggestions, comments or questions

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