Irs W9 Form Data Entry by cua11779

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									      UW System
Shared Financial System
         (SFS)




Vendor Entry
     PeopleSoft Version 7.5




                              Prepared by Ruth Fruehling
                 Updated for Version 7.5 by UWSA 8/30/01
           UW System Shared Financial System




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                                  Table of Contents
Maintaining Vendor Information ..................................................................................... 4
 Searching for an Existing Vendor .............................................................................. 4
 Searching by Tax ID Number .................................................................................... 6
 Entering a New Vendor ............................................................................................. 7
 Vendor Contact Persons ........................................................................................... 14
 1099 Information ..................................................................................................... 15
 Vendor Conversation Panel ..................................................................................... 17


Appendix A – Toolbars .................................................................................................. 18

Appendix B –Sources for Help ...................................................................................... 20


Appendix C - Glossary of Terms ................................................................................... 21

Appendix D – Helpful Things to Know ......................................................................... 29

Appendix E – Vendor File Standards ............................................................................ 31




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Maintaining Vendor Information
Each campus has their own vendor file. It contains the following types of information
about vendors:
 Type of vendor, such as supplier or employee
 Address information (ordering, invoicing and remitting addresses)
 Defaults that tell the system how to handle shipping and matching to invoices
 Payment terms that establish defaults for processing payments

Staff at each campus will maintain their own vendor file. Maintaining the integrity of
the file is extremely important. Please make every effort to be sure the vendor is not
already in the file before creating a new one.

If you use a vendor that already exists, you may need to add an address to suit your own
needs for purchase order and remittance addresses. Instructions for entering a new
address can be found later in this section under ―Entering a New Vendor – Address
Panel‖.

Searching for an existing vendor




 Walkthru

Activity: Look for Wal-mart Store in the vendor file. (USE ANY VENDOR)
Navigation: Go, Administer Procurement, Maintain Vendors
Select Use, Vendor Information, Identifying Information, Update Display
The following window will be returned.




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   Change the SetID to your Business Unit
   Enter the first several letters of the Short Vendor Name and double click in that field
    or press Shift + F4.




For example, to see if WAL-MART STORE has already been established as a valid
vendor, fill in the window as follows and press Shift +F4. A drop down list of vendors
that begin with WAL will be returned.

Scroll down to WAL-MART STORE and highlight it; double click to populate the short
vendor name window and then click OK or press enter.




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             You should now be viewing the following panel. Take some time to look over the data
             on the various panels. The fields will be explained in detail when you add a vendor in a
             later exercise.




    7.5
Less panel
tabs, more
   icons




             Helpful Hints

             % can be used as a wild card in a search. So, another way to search for Wal-Mart Store is
             to enter %MART% in the short name field and double click or press F4. You would then
             get a list of all vendors that contains the letters MARK.


             Searching by Tax ID Number
             If a vendor is identified as 1099 reportable, a search can be done by Tax ID number (if it
             is known). The navigation for this panel is Go, Administer Procurement, Maintain
             Vendors. Then select Use, Withholding Vendor Information, Vendor Address,
             Update/Display. Select your SetID and enter the Tax ID number in the Taxpayer
             Identification Number field.




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Entering a New Vendor

When entering a new vendor in SFS, you should follow the standards that were
developed by the Department of Administration (DOA) for the State of Wisconsin
Accounting System (WiSMART). These standards are based on the United Postal
Addressing Standards and the IRS controls for matching FEIN and Social Security
numbers with the business name or individual name. They can be found in Appendix E.

Once it is determined that the vendor does not exist, you can enter a new vendor by doing
the following:




    Walkthru

Activity: Enter a new vendor
Navigation: Go, Administer Procurement, Maintain Vendors. Then select Use,
Vendor Information, Identifying Information, Add.

    Enter your SetID
    Click on OK




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Identifying Information Panel
 Name 1: Enter a vendor name in all caps using the Vendor File Standards found in
   Appendix E. There are 40 characters available for this information. An example of
   the proper format is:
               BANDO & ASSOCIATES CONSULTING
 Name 2: You can leave this blank or enter whatever you‘d like. However, if you
   enter something, be sure that you follow the Vendor File Standards found in
   Appendix E.
 Short Name: This is the field that others will be using to verify the existence of
   vendors prior to adding a new one. It should be the first 10 alphanumeric characters
   that were entered in the Name 1 field. Spaces and special characters should be left
   out. For example:
               BANDOASSOC
 Classification: Select Supplier
 Withholding box: Leave this unchecked for now – it will be covered in the next
   exercise.
 Open for Ordering – this must be checked if purchase orders will be issued under this
   vendor‘s name.
 Status: This will default based on your operator preferences for vendor maintenance.
 Persistence: Using Regular is recommended. Your choices are:
    One-time means one Purchase Order will be written, one payment will be made
        and then the vendor will be marked as inactive
    Regular means you want the vendor to be purged from the database at some future
        time
    Permanent means you will not be able to purge the vendor from the database
 Vendor Relationships: Leave blank. This information is optional to be filled in if it
   is available.




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   Select the next panel by clicking on the tab header or by selecting the next panel
    button. A third option is to press F2.


                                                 Next Panel




                                                                                             7.5
                                                                                         New address
                                                                                         and location
                                                                                            tabs.

                                                                                         Read carefully
                                                                                         regarding the
                                                                                          use of each




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                   Address Panel
                    Use the Address panel to enter one or more addresses for the vendor. You can enter
                      multiple addresses for the different sites a vendor might have (ex. Remit to, order
                      from, return to). To add a new address, press F7. Because vendor information is
                      effective dated, you can insert new rows to reflect changes in address before the
                      change goes into effect so you don't forget it later. Think of this information as a list
                      of addresses that you will then reference on the vendor location panel.
                    Enter a Description for each address you add. Specify the address information
                      including the Country, City, County, State/Province, and Postal Code. Depending on
                      the country associated with the vendor, the form of the address fields will vary. From
                      this panel you can access two secondary panels for entering alternate payment names
                      and phone information by clicking the appropriate buttons below the SetID.
                    Enter a full address using the standards found in Appendix E Enter phone numbers
                      whenever they are known



Click to enter
phone number




  Click to enter
  alternate
  names




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            Location Panel - You'll use the Location panel to enter one or more locations for the
            vendor. Each vendor must have one default location.
             Enter a Location identifier and a Description. If this is the default location, turn on
               the Default check box. Only one location can be the default location. This default
               location defaults onto all the vouchers for the vendor.
             Enter an Effective Date. Leave Doc Type at default. The effective date should
               default to the current date. Use this as the effective date of the location you are
               adding. You need to synchronize the effective date of the location with the addresses
               to which it's tied.
             You can select a Pricing Location. Purchasing uses the shipping method associated
               with this Pricing Location.
             For Ordering, you can select the Address that Purchasing will use when ordering from
               this particular vendor location.
             Select the Invoicing Address. This is the address from which the vendor sends
               invoices.
             You can also associate this vendor with a different remittance vendor by selecting a
               Remitting Vendor, Location, and Address for payments, as well as a Returning
               Vendor and Address for returning goods.
             You must enter at least one location for each new vendor that you add. If one address
               does not serve as an ordering, invoicing and remitting address, you may select
               additional addresses.
             You may add a new location by placing your cursor in the Descr field and pressing F7
               or clicking on the insert row icon. In the Descr field, it is very important to enter
               identifying information that will be useful when creating purchase orders and
               vouchering invoices.
            .




      7.5
All new
buttons/icons
are unique to
each location




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                 At the top of the panel under the word SetID are eleven buttons that transfer you to
                 secondary panels on which you define information, such as pay to bank accounts,
                 procurement options, VAT options, sales and use tax options, and payment options for
                 the location as follows: (These are location specific so if you have more than one
                 location, you will need to enter information for each location)


     7.5                            Enables you to enter Additional ID Numbers for the location.
    New-                            Here you define the Pay to Bank Accounts for the location.
    Icons                           Transfers you to the Vendor Types panel on which you can specify the
replacing tabs                      preferred language for the vendor and the vendor type for EFT reporting.
 and buttons
                                    Enables you to enter vendor Internet information and connect to the
                                    vendor's web site.

      7.5
  New Panel
   to enter
   Vendor
   Internet
     Info




                                    Here you can define the Procurement Options for the location.


      7.5
      Old
 Procurement
   Options
shown on one
  panel now
 accessed by
an icon rather
 than several
    panels
 accessed by
     tabs.




                     As a transaction processes, it inherits values from the default hierarchy. If you want the transaction to
                     inherit procurement options from the vendor location, turn on Specify and enter a value for the
                     information in question.


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                            Here you can specify VAT Options for the location.
                            Enables you to specify Sales/Use Tax Options for the location.

                            Enables you to specify Payment Options for the location.
                                                                                                   7.5

                                                                                                    The
    7.5                                                                                        withholding
 Payment                                                                                      code must be
  Options                                                                                      entered here
 Defaults.                                                                                   for it to default
   Was a                                                                                         onto the
  separate                                                                                     voucher. If
panel, now                                                                                   you don’t enter
accessed by                                                                                  anything here,
  an icon                                                                                     each voucher
                                                                                              will need to be
                                                                                              manually set.
                                                                                             IMPORTANT




  7.5
 New                        Enables you to specify EFT Payment Options for the location.
 Icons
                            Enables you to apply SIC codes as part of you vendor location definition.
                        Transfers you to a panel on which you can enter Comments for the
                        location.
         The defaults on these panels are selected from the payment options and tables that were
         discussed earlier in this manual. The ability exists at the vendor level to override one or
         more defaults if desired. Usually, no changes should be made on these panels,
         including effective date. An exception is Payment Options tab –there is a “Hold
         Payments” box that you can check if you want to prevent payments from being
         made to a vendor. For example, this might be used if you are waiting for a W9
         form. And you must enter a withholding code default.

         When you have finished entering the location information, save the panel. If you want to
         add another location, press F7 when the cursor is in the Location field.




         Helpful Hint
         Note that if you place your cursor in the Effective Date field or any field lower on the
         panel, you would create another row for the same address. An example of when this
         might be used is if UW Madison Purchasing moved to a new location, you would enter a
         new address and use an effective date that reflects when the move took place.


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          Contact Panel - You can enter an unlimited number of vendor contacts and identify their
          roles so you can easily determine who you should contact if you have questions.




  7.5
 New
Contact
Panel.
 Note
phone
 icon




          Save your work
           Return now to the Identifying Information panel and save your work




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             1099 Withholding Information
             When you enter a new vendor, you are responsible to request a W9 form. Any time you
             use an existing vendor, you can assume that a W9 is already on file. If, based on
             information the vendor supplies on the W-9, any payments might be subject to 1099
             reporting, that information must be entered into SFS using the following steps. If you
             identify a vendor as 1099 reportable, any vouchers to the vendor are automatically
             identified as 1099 reportable. This can be overridden at the time the payment is
             vouchered. This is discussed further in the section on ‗Entering Voucher Information‘.




             Walkthru

             Activity: Become familiar with the 1099 Vendor Information panel.
             Navigation: Navigate to the vendor you just entered by clicking on the blue check
             mark right next to the green plus sign at the top of the panel.
              On the Identifying Information panel of the vendor record, check the Withholding                7.5
                                                                                                               New
                 box. This should highlight the     icon near the top of the panel. Click on the             Icon for
                 to go to the 1099 Vendor Information panel.                                                1099 info




   7.5
New 1099
data entry
 Panels
                                                                                                            7.5 If you
                                                                                                             enter an
                                                                                                          address first
                                                                                                           before you
                                                                                                         enter the 1099
                                                                                                          information,
                                                                                                           the address
                                                                                                         will default in
                                                                                                             for you.
             Enter IRS for Withholding Entity and tab out - the bottom half of the panel will come in,   IMPORTANT

             then click on the    icon to enter address information.
              Information for this panel and the address panel should be taken from the W9 form.
              Enter an appropriate effective date.
              Enter a Tax Identification Number – just make one up for purposes of this exercise.
              Select either Federal ID or SSN, as appropriate for the TIN Type



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                                                                                               7.5
   After TIN Type, MAKE SURE YOU SCROLL THE INSIDE SCROLL BAR all the                       Please
    way down and enter a Withholding Control Code. This field is required for electronic       note
    filing of 1099 reports. It usually consists of the first four characters of the Name 1    added
    field. If you are entering a name for the person who is the sole proprietor of the       field to
                                                                                                be
    vendor (for example, a consultant) IRS rules specify that you must use the actual
                                                                                             entered
    surname of the vendor, that is the Reporting Name, not the Doing Business As (DBA)
    name. The system will automatically format the address in uppercase letters
    according to the latest IRS regulations.
   When finished, click OK and save your work.

IMPORTANT….SEE PAGE 38 ON HOW TO ENTER THE WITHHOLDING
CODE DEFAULT.




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Vendor Conversation Panel
USE/CONVERSATIONS/UPDATE/DISPLAY
This panel can be used to record comments about a specific vendor. They can be general
with a topic or they can be related to a specific vendor contact. It can be used to track
conversations very specifically or used as a general comment screen.




                                                                                            7.5
                                                                                            New




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                                                                        Appendix A
                                        Toolbars
           Save
Click this button or press the enter key to physically commit your entry to the database.
Warning! If you press Esc or Cancel without saving your work, you will lose any data
you‘ve entered since your last save.

           Run
Click this button to run a process. You will first be prompted to specify when and where
to run the process.

           Run with Defaults
Click this button to run a process using the defaults set up in your process scheduler.

           Cancel
Click this button to clear the panel and any data that you may have entered or changed
without saving. When you click on Cancel, the system doesn‘t warn you to save changes.
Use Cancel if you entered data incorrectly and want to start anew.

           Next in List
Click this button to display the data for the next data row in your search list box. This
button appears gray if you didn‘t select the data row from a list box, if there was only one
row in the list, or if the data displayed is the last row on the list.

           Previous in List
Click this button to display the data for the previous data row in your search list box.
This button appears gray if you didn‘t select the data row from a list box, if there was
only one row in the list or if the data displayed is the last row on the list.


           List
Click this button to display the list box generated by the search record for this panel. The
system will now allow you to select another row to update. If you accessed a row
directly without going through a list box, this button appears gray.

           Next Panel in Group


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Click this button to bring up the next panel in the current panel group. If you have come
to the end of the panel group, it brings up the first panel again.

           Previous Panel in Group
Click this button to bring up the previous panel in the current panel group. If you‘re at
the first panel of a group, it brings up the last panel.

           Next Panel
Click this button to bring up the next panel in the menu. If you‘re in a panel group and
have not reached the end, the command brings up the next panel in the group; if you‘re in
the last or only panel in a group, it invokes the first panel of the next group. From the last
panel in a menu, the Next Panel button summons the first panel.


           Previous Panel
Click this button to bring up the previous panel in the menu. If there is an earlier panel in
the current group, it will be invoked; otherwise, the system will display the last panel in
the previous panel group. From the first panel in a menu, the Previous Panel button
summons the last panel.

           Insert Row
Click this button to insert a new row in a scrollable field. Pressing F7 will also insert a
row.


           Delete Row
Click this button to delete the current row. Pressing F8 will also delete a row.

           Add
Click this button to add a row in the database with a new search key. This is different
from Row Insert, which copies the existing search key to a new row.

           Update/Display
Click this button to access data for purposes of displaying and/or updating. In this mode,
you can only update or insert future rows of data and can only display current and future
rows of data. (Note: current and future refers to effective dated data)

           Update/Display All
Click this button to display history, current and future rows of data. Only future rows can
be updated or inserted. (Note: history, current and future refers to effective dated data)

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           Correction
In correction mode you can display, update and insert new rows with no restriction.




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                                                                         Appendix B
                                    Sources for Help
PeopleBooks is on-line documentation that is available in SFS. It is especially valuable
when you are trying to understand some terminology or some of the options that you see
on the various panels. To activate PeopleBooks, press F1 from a panel in SFS.




Helpful Hints

Navigate to the panel that your question is about, then position your cursor in the specific
field that you want to know more about. If you press F1 now, you should be taken to the
location in PeopleBooks that applies to your question.

PeopleBooks can also be opened without having the SFS system running, From the
Windows Start menu, select Programs, PeopleSoft 7, PeopleBooks. You can then make
choices about what you want to view by selecting from the list.


Help Desk procedures will be determined by each campus. Most campuses have a
central help desk number for technical questions, such as:
    I can‘t get into the database.
    My computer keeps locking up on me.
    I keep getting an error that throws me out of the system.

A campus administrative department (such as the controller‘s office) may handle
functional questions or you may be directed to contact your campus help desk first and
they will track the call and get the appropriate help. Examples of functional questions
include:
     I can‘t find my purchase order in the system.
     How do I set up a new vendor?
     How do I correct an error that I made?
     How do I find the status of a purchase order?

Check with your campus Controller‘s Office if you are not sure of the proper procedures
for your campus.




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                                                                        Appendix C
                                           Glossary

A

Account Type
Name associated with the different kinds of accounts used in a PeopleSoft General
Ledger, such as Asset, Liability, Equity, Revenue, and Expense.

Accounting Date
The date a transaction is recognized as opposed to the date the transaction actually
occurred—transaction date (although the two dates can be the same). Accounting date
determines the period in the general ledger to which the transaction is to be posted. You
can only select an accounting date that falls within an open period in the ledger to which
you are posting.

Accounting Entry Template
A user-defined table that controls the use of system-generated accounting lines in the
posting processes.

Anchor ChartField
The ChartField by which you store data at the lowest level required for all budget items
in PeopleSoft Budgets.

Application Journal Template
A set of rules and default values to control the creation of journals from accounting
entries.


B

Background Process
In a client/server environment, any task or process that is grouped with another and runs
in the background. Background processes are usually scheduled to run on a regular basis.
All background processes are executed through process-specific COBOL programs.

Branch
A tree node that rolls up to nodes above it in the hierarchy defined in the Tree Manager.

Budget Checking Module (BCM)
A Cobol program that updates recognized revenue and collected revenue with user-
defined budget checking definitions.


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Business Unit
A corporation or an organizational entity that maintains its own business activity.
PeopleSoft General Ledger business units typically comprise individual entities for
accounting purposes. PeopleSoft Payables business units are either Vouching (have
payables accrued to them) or Charge to (have voucher expense distributions charged to
them), and pass journals to general ledger units. PeopleSoft Purchasing business units
share vendor, purchase order, and receiving information with PeopleSoft Payables units
in the same SetID.


C

ChartField Combination Edit
Also called Combo Edit. The process of editing journal lines for valid ChartField
combinations based on user-defined rules.

Child
A node on a tree linked to another, higher-level node (referred to as the parent). A node
can be a child and a parent at the same time depending on its location within the tree.

Control Group
A mechanism to group vouchers together for the purpose of controlling voucher input
into PeopleSoft Payables. Generally used for assigning vouchers to data entry personnel
and for reviewing input.

Control Hierarchy
The relationship between business units, origins, vendors, and control groups in
PeopleSoft Payables that defines which processing data will be automatically entered on
each voucher.


D

Detail Tree
A tree that employs ranges of detail values under each node; you must specify the detail
values.

Drilldown
The act of moving from the general to the specific. By drilling down you can examine
the data underlying any summarized form of information in your PeopleSoft system.
You can also drill down from one PeopleSoft system to other systems from which
information was received.

Dynamic Tree
A tree that takes its detail values—Dynamic Details—directly from a table in the
database, rather than from a range of values.

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E

Edit Table
A table on the database that has its own record definition, such as the Department table.
As fields are entered into a PeopleSoft application, they can be validated against an edit
table to ensure data integrity throughout the system.

Effective Date
A method of dating information in your system. You can predate information to add
historical data to your system, or postdate information in order to enter it before it
actually goes into effect.


J

Journal
A batch of accounting entries entered online or input from a feeder system (payables,
receivables, asset management, and so on) to the general ledger. Consists of multiple
journal lines and one Journal Header, identified by the Journal ID. Information about the
journal as a whole is stored in the Journal Header table.

Journal Generator Template
A table containing defaults to be used in journal generation.

Journal Line
A record storing a double-sided, balanced entry for a given journal. The sum of the
monetary amounts for the journal lines in one journal totals zero (debits = credits).

Journal Template
A list of characteristics of the general ledger journal entries that will be created.


K

Keyword
An identifier used to categorize conversations.


L

Ledger
A set of posted balances that represent a set of books for a business unit. PeopleSoft
General Ledger supports detail, multiple, and summary ledgers.

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Ledger Group
In PeopleSoft General Ledger, a group of ledgers consisting of one primary ledger and
any number of secondary ledgers.

Ledger Template
A table containing records and fields common to all ledgers that ensures that all ledgers
specified in a ledger group share the same physical layout.

Level
A section of a tree that organizes groups of nodes.

Location
Locations enable you to indicate the different types of addresses a company has—for
example, one to receive bills, another for shipping, a third for postal deliveries, and a
separate street address. Each of these addresses has a different location number.


M

Matching
The process of applying system match control rules against voucher, purchase order, and
receiver documents, ensuring that an invoice being entered reflects the amounts ordered
and received before it is approved for payment.


N

Node
An individual item on a tree. Nodes summarize detail values or other nodes, and may or
may not roll up into other nodes or levels.

nPlosion
A PS/ nVision feature that enables you to expand rows and columns in your spreadsheet
to underlying details, as in drilldown.


O

Origin
An entry point for transactions into a PeopleSoft system. Origins can designate both
online and background interfaces and can be defined to have their own editing and
default options.




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P

Parent
A tree node linked to lower-level nodes or details that roll up into it.

PayCycle
A set of rules that define to PeopleSoft Payables the criteria by which it should select
scheduled payments for payment creation.

Payment Selection
A process by which PeopleSoft Payables selects scheduled payments that are eligible to
be paid in a pay cycle.

Payment Terms
The customer attribute that determines due dates, discount dates and amounts, and due
and discount grace periods.

Payment Terms Timing
A definition of the time increments used in figuring payment terms.

Posting
The process by which accounting entries are created or updated based on user transaction
input and accounting entry templates.

Process Instance
The number the system assigns each job that runs in background processing.

Process Scheduler
A process that performs tasks behind the scenes of your application. It can run several
kinds of processes—COBOL, crystal—on a regular schedule or at your request, at your
workstation or on a server.

Purchase Option
Specifies a method of purchasing an item. Purchase options specify a vendor, associated
lead times, and costs for this item.


R

Record Definition
A logical grouping of data elements.

Report Scope
A feature that creates multiple instances of an nVision report using a single report
request. Each instance contains data specific to an individual ChartField, such as a
business unit or department, or for a group of ChartFields, such as all sales departments.

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Using Scope, each report instance can share the same layout while containing data unique
to these particular ChartFields.

Roll up
The act of totaling sums based on information tree hierarchies. You can roll up data for
any group of details that you have defined as dependent with the Tree Manager.

Run Control ID
Process run controls enable you to predefine parameters that are later used to a given
process request.


S

SetID
The label that identifies a TableSet.

Sibling
A tree node at the same level as another node, where both roll up into the same parent.

Source
The Source table stores valid journal entry and posting sources. These can include job
titles (such as CFO), operator IDs (such as CLERK123).

SpeedChart
A user-defined shorthand key designating several chartkeys to be used for voucher entry.
Percentages can optionally be related to each chartkey in a speedchart definition.

SpeedType
A code representing a combination of ChartField values. SpeedTypes simplify the entry
of ChartFields when the same set is commonly used together.

Structured Query Report (SQR)
A type of printed or displayed report generated from data extracted from PeopleSoft.
PeopleSoft applications provide a variety of standard SQRs that summarize table
information and data. You can use these reports as is, customize them, or create your
own.

Summary Ledger
An accounting feature used primarily in allocations, inquiries, and PS/nVision reporting
to store combined account balances from detail ledgers. They increase the speed and
efficiency of reporting by eliminating the need to summarize detail ledger balances each
time a report is requested.




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Summary Tree
A tree used to roll up accounts for each type of report in summary ledgers. In a summary
tree, the detail values are really nodes on a detail tree or another summary tree (known as
the basis tree).


T

Table
The underlying format in which data is stored by columns (fields) and rows (records, or
instances).

TableSet
A group of rows across control tables identified by the same SetID.

TimeSpans
Relative periods, such as year-to-date or current period, that can be used in various
PeopleSoft General Ledger functions and reports when a "rolling" time frame, rather than
a specific date, is required.

Transaction Date
The date a transaction actually occurred as opposed to the date the transaction is
recognized—the accounting date (although the two dates can be the same).

Translate Table
A system edit table that stores codes and translate values for the miscellaneous fields on
the database that do not warrant individual edit tables of their own.

Tree
The graphical hierarchy in PeopleSoft systems that displays the relationship between all
accounting units (e.g. corporate divisions, projects, reporting groups, account numbers)
and determines roll-up hierarchies.


U

Unit of Measure (UOM)
A type of unit used for quantifying in PeopleSoft systems. Depending on the application,
units of measure might describe dimensions, weights, volumes, or amounts of locations,
containers, or business activities. Examples include inches, pounds, work hours, and
standard cost dollars.




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                                                                        Appendix D
                              Helpful Things to Know
Cache Management

A cache file stores database object information locally and is automatically downloaded
the first time you connect to SFS or if a change has been made to the master copy of the
object on the database server. This file is stored in the background on your PC, but the
software will run more efficiently for you if you purge the cache files periodically. It is
recommended that you purge your cache file once a month if you use the system on
a daily basis.




 Walkthru

To purge cache files:
 Exit out of your PeopleSoft application.
 Then navigate to Start Programs, PeopleSoft SFS7, Configuration Manager
 Click on the Common Settings Tab




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   Click on the Purge Cache Directories Button and the following dialog box will
    appear:




   You can select a single directory and click Delete, or you can click Delete All to
    remove all the directories. The next time you logon to the system, the cache file(s)
    will be rebuilt automatically.


Favorites

Commonly used panels can be identified in your ―Favorites‖ folder and then used to more
easily navigate. ―Favorites‖ is one of the menu choices along the top of the panel. It is
accessible from any plan, just like the Go option.

To add a panel to your Favorites list:
 Navigate to the panel you want to add, then select Favorites, Add to Favorites.
 Enter a title that is meaningful to you or take the one that defaults and click on OK.

To navigate to a panel that was previously defined as a Favorite:
 Select Favorites, then select the panel you want to go to from the list.

To delete a panel from your Favorites list:
 Select Favorites, then highlight the item you want to delete and press Delete.




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                                                                                    Appendix E
                                  Vendor File Standards
The following standards have been developed as guidelines for adding new vendors or
making changes to existing vendors in DOA‘s centralized vendor file. Adherence to
these standards will help to ensure the integrity of the vendor file. The standards are
based on United Postal Service Publication 28, Postal Addressing Standards. These
standards also take in to consideration the IRS controls for matching FEIN & SS
Numbers with the business name or individual name.

Naming Standards

1. Individual vendor names should be keyed with the last name first followed by a
   comma, a space, the first name, space, and the middle initial (if known), unless it is
   the name of a company.

     Example:         William Carter.............................. CARTER, WILLIAM
                      Thomas J. Kelly........................… KELLY, THOMAS J
                      Ben Franklin Stoves.................... BEN FRANKLIN STOVES


2. Hyphenated last names should be treated as one complete last name.

     Example:         Kim Evans-Rudd.........................             EVANS-RUDD, KIM


3. No punctuation marks should be keyed with the exception of commas to separate last
   names from first names, commas on governmental units, and hyphenation marks that
   are part of a name. Apostrophes may be used when applicable.

     Example:         Kim Evans-Rudd.........................             EVANS-RUDD, KIM
                      Goldwyn-Mayer Productions........                   GOLDWYN-MAYER
                                                                          PRODUCTIONS
                      Tiles, Inc.......................................   TILES INC
                      Village of Oregon.........................          OREGON, VILLAGE OF
                      Joe's Shoe Repair.........................          JOE'S SHOE REPAIR


4. Titles of individuals should follow the individuals first name.

     Example:          Dr. John Brown.....................….              BROWN, JOHN DR
                       Estate of Jeff Smith................….             SMITH, JEFF ESTATE OF
                       Paul Smith, Jr...........................          SMITH, PAUL JR
                       Joseph Jacobs M.D....................              JACOBS, JOSEPH MD


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5. Names of firms, corporations, and institutions are entered as written on the W-9 form
   provided by the vendor according to IRS controls.

      Example:         General Foods......................…….             GENERAL FOODS
                       A-1 Travel............................……           A-1 TRAVEL


6. A business name that begins with "The" should be entered with the business name,
   followed by a comma, space, and the word "The".

     Example:          The Body Shop.........................…            BODY SHOP, THE
                       The Greenhouse..........………….                      GREENHOUSE, THE


7. The symbol '&' should be used instead of the word 'and'. It should be preceded by a
   space and followed by a space.

      Example:         Marshall Field and Company........                 MARSHALL FIELD & CO
                       Crate and Barrel............................       CRATE & BARREL
                       Lewis and Lewis...........................         LEWIS & LEWIS


8. Firm or corporate names beginning with phrases such as 'Bureau of', 'Board of', etc.
   are entered as written, with the exception of those referenced by location.

     Example: Board of Education...........................               BOARD OF EDUCATION
              Board of Education - Teaneck, NJ...                         TEANECK BOARD OF
                                                                          EDUCATION
                     Chamber of Commerce Madison.…                        MADISON CHAMBER OF
                                                                          COMMERCE


9. Names of states, cities, counties, towns, etc. should be entered by name of location
   followed by department.

      Example:        Department of Education State of            NY STATE DEPT OF
                      New York.........................................
                                                                  EDUCATION
                      Board of Elections City of Madison.         MADISON BOARD OF
                                                                  ELECTIONS
                      Sheriff's Dept Dane County............. DANE CNTY SHERIFF'S
                                                                  DEPT
                      City of Algoma Treasurer................. ALGOMA CITY TREAS
                      Treasurer State of Michigan.........… MI STATE TREAS
                      Village of Oregon.........................… OREGON, VILLAGE OF



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10. State agencies, boards, and commissions will be entered into the vendor table based
    on the syntax used in the table of contents to the State of Wisconsin Blue Book (see
    appendix F).

      Example:         Insurance.................................……    INSURANCE, OFF OF
                                                                       THE COMM OF
                       Public Defender...........................… PUBLIC DEFENDER,
                                                                       OFFICE OF THE
                       Corrections...................................… CORRECTIONS, DEPT OF


11. All major university campuses will be entered as UW <space> CAMPUS. Other
    university affiliates will be entered with the campus name preceding the department
    or other unit. Making the campus department or unit name more specific will make it
    easier to find on the VNAM file. The name can wrap down to the first line of the
    address provided you do not have a two line address.

      Example:        University of Wisconsin Madison....             UW MADISON
                      State Universities...........................   UW OSHKOSH
                      University Extension.....................…      UW EXTENSION
                      University Oshkosh Business Office              UW OSHKOSH BUSINESS
                                                                      OFFICE
                      University Stout Conference &                   UW STOUT CONF &
                      Registration Center........................…    REGISTRATION CTR


12. Names of states should always be abbreviated using the standard two character
    abbreviation. Use US for United States, use USA for United States of America.

     Example:         Ill. State Geology Survey…………... IL STATE GEOLOGY
                                                       SURVEY
                      Florida Orthopedics………………... FL ORTHOPEDICS
                      Wisconsin Academy Foundation…... WI ACADEMY FDN


13. Numerals should be kept in numeric form instead of being spelled out.

      Example:        1501 Maple Building……………….                      1501 MAPLE BLDG




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14. When using apartment numbers in addresses, it should be placed on the same line as
    the street address and be preceded by the '#' sign. The '#' sign should be preceded by
    and followed by a space. The "#" sign should not be used as a secondary unit
    designator if the correct designation, such as apt or ste is known.
      Example: 1501 Maple Ave Apt. 208…………. 1501 MAPLE AVE APT 208
                   212 E. Washington Ste 400………… 212 E WASHINGTON STE 400
                   1645 Johnson St #232……………… 1645 JOHNSON ST # 232


15. Street addresses preceded by a directional indicator should be abbreviated with no
    punctuation marks.
     Example: 212 East Washington………………. 212 E WASHINGTON
                  311 N. Hancock……………………. 311 N HANCOCK


16. Numeric street names should be kept in their numeric forms instead of being spelled
    out.
     Example: Third Avenue………………………... 3RD AVE
                 First Street…………………………… 1ST ST

17. If an address contains a post office box, it should be abbreviated as 'PO Box' and
    placed on a separate line within the address. According to postal regulations the
    street number should come first, followed by the apt. or suite number. The post office
    box should be the last item before the city.
      Example: Apt 2 One South Parkway…………… 1 S PARKWAY APT 2
                   Post Office Box 67 ………………….. PO BOX 67


18. Never abbreviate the first word of a company or business name unless the name
    consists of initials, name of a state, or with the following exceptions, Intl, Natl, &
    Amer.
      Example: AT&T.……………………………….. AT&T
                    TCI Cablevision……………………... TCI CABLEVISION
                    Wisconsin Office Supply……………. WI OFFICE SUPPLY
                    International Computer Support…….. INTL COMPUTER
                                                               SUPPORT
                    National Artcraft Company…………. NATL ARTCRAFT CO
                    American Modern Day Business……. AMER MODERN DAY
                                                               BUSINESS


19. Always use zip codes and zip code plus four when known.




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State Abbreviations - Standard state abbreviations should be used as listed below:

             Alabama                 AL         Montana          MT
             Alaska                  AK         Nebraska         NE
             Arizona                 AZ         Nevada           NV
             Arkansas                AR         New Hampshire    NH
             California              CA         New Jersey       NJ
             Colorado                CO         New Mexico       NM
             Connecticut             CT         New York         NY
             Delaware                DE         North Carolina   NC
             District of Columbia    DC         North Dakota     ND
             Florida                 FL         Ohio             OH
             Georgia                 GA         Oklahoma         OK
             Hawaii                  HI         Oregon           OR
             Idaho                   ID         Pennsylvania     PA
             Illinois                IL         Rhode Island     RI
             Indiana                 IN         South Carolina   SC
             Iowa                    IA         South Dakota     SD
             Kansas                  KS         Tennessee        TN
             Kentucky                KY         Texas            TX
             Louisiana               LA         Utah             UT
             Maine                   ME         Vermont          VT
             Maryland                MD         Virginia         VA
             Massachusetts           MA         Washington       WA
             Michigan                MI         West Virginia    WV
             Minnesota               MN         Wisconsin        WI
             Mississippi             MS         Wyoming          WY
             Missouri                MO


Geographic Directional Abbreviations
           North                    N
           East                     E
           South                    S
           West                     W
           Northeast                NE
           Southeast                SE
           Southwest                SW
           Northwest                NW




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Other Standard Abbreviations

           Associates.............................................       ASSOC
           Association...........................................        ASSN
           Avenue..................................................      AVE
           Board....................................................     BD
           Boulevard.............................................        BLVD
           Circle....................................................    CIR
           Commission..........................................          COMM
           Company...............................................        CO
           Corporation...........................................        CORP
           County Trunk.......................................           CNTY TRK
           County..................................................      CNTY
           Court....................................................     CT
           Department...........................................         DEPT
           Drive.....................................................    DR
           Foundation............................................        FDN
           Government..........................................          GOVT
           Highway................................................       HWY
           Incorporated.........................................         INC
           Institute.................................................    INST
           International..........................................       INTL
           Limited..................................................     LTD
           National................................................      NATL
           Place.....................................................    PL
           Plaza.....................................................    PLZ
           Professional Corporation.......................               PC
           Road.....................................................     RD
           Route....................................................     RTE
           Rural Route...........................................        RR
           Service Corporation..............................             SC
           Street....................................................    ST
           Suite.....................................................    STE
           Trail......................................................   TR
           University..............................................      UNIV




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City Names

Space between each of these cities

                                   DE FOREST
                                   DE PERE
                                   DE SOTO
                                   EAU CLAIRE
                                   EAU GALLE
                                   FOND DU LAC
                                   LA CROSSE
                                   LA FARGE
                                   LA VALLE
                                   LAC DU FLAMBEAU
                                   PRAIRIE DU CHIEN
                                   PRAIRIE DU SAC
                                   ST CLOUD
                                   ST CROIX FALLS
                                   ST FRANCIS
                                   ST NAZIANZ

No space in this city.

                                   MCFARLAND




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International Addresses

1. General Requirements. The bottom line of the address should show only the
   COUNTRY name, written in full (no abbreviations) and preferably in capital letters.
   DO NOT PLACE THE POSTAL CODES (ZIP CODES) OF FOREIGN COUNTRY
   DESTINATIONS ON THE LAST LINE OF THE ADDRESS.

                           Example: INGE DIETRICH-FISCHER
                                    HARTMANNSTRASSE 7
                                       5300 BONN 1
                                       FEDERAL REPUBLIC OF GERMANY



2. Canada Only. Either of the following address formats may be used when the postal
   address delivery zone is included in the address.

                           Example: MS HELEN SAUNDERS
                                    1010 CLEAR STREET
                                    OTTAWA ON K1A OB1
                                    CANADA

                                       Ms HELEN SAUNDERS
                                       1010 CLEAR STREET
                                       OTTAWA ON CANADA
                                       K1A OB1

    The following are the two character abbreviations for the Canadian provinces and
    territories.

                                   Alberta                 AB
                                   British Columbia        BC
                                   Manitoba                MB
                                   New Brunswick           NB
                                   Newfoundland            NF
                                   Northwest Territories   NT
                                   Nova Scotia             NS
                                   Ontario                 ON
                                   Prince Edward Island    PE
                                   Quebec                  PQ
                                   Saskatchewan            SK
                                   Yukon Territory         YT




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