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Searching for Vendors in PeopleSoft

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Searching for Vendors in PeopleSoft

We can use the Vendor Information page to verify vendors and/or employees and their
addresses in PeopleSoft.

Navigation:
   1. Vendors
   2. Vendor Information
   3. Add/Update
   4. Vendor

Procedure:

There are several data fields available to help you in locating vendors. These are described
below. Note: The search information you will enter here is not case sensitive.

     1. SetID             Always make sure the SetID equals STIND.
     2. Vendor ID         If you know the PeopleSoft Vendor ID, you may type it here.
     3. Short Vendor      If you are searching for an employee setup to receive other-than-payroll
        Name              checks, you may specify that Vendor Short Name begins with EMP here.
     4. Our Customer      Not used.
        Number
     5. Name 1            The full name of the vendor or employee is stored here. You may search
                          using begins with or contains a word, partial word, or a phrase.
     6. AOS Vendor ID     If you know the Auditor of State (VINQ) Vendor ID, you may type it
       (easiest search)   here. Do not include any address suffix for the search.

Example Search:

1.   Always make sure the SetID equals STIND.
2.   Change the operator for Name 1 from begins with to contains.
3.   Type in a word, partial word, or a phrase from the vendor's name - i.e. Hiram.
4.   Click Search.




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5.   See that vendors matching your criteria have been displayed. Notice the displayed
     characteristics:
       A. The PeopleSoft Vendor ID.
       B. The Vendor Status. Note: Active vendors are listed as Approved.
       C. Notice that your search will only return up to the first 300 rows. Click the Arrow
           icon to see the next page of results. If you have too many results, you may need to
           enter more specific search criteria.


6.   To see additional information (such as the vendor's addresses), click anywhere on the row
     for that vendor.




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7.   Notice the first dark blue bar for Active Address. The right of the bar will show the total
     number of addresses listed for this vendor. Use the Arrow icon to view additional
     addresses (if needed) or click View All.

8.   PeopleSoft tracks vendor addresses by a sequence number such as Addr: 1, 2, 3, etc.
     The Description field will display the last 4 digits of the AOS Vendor ID and the
     subcode/suffix if applicable.

9.   Any address Description that reads “No Auditor of State Payment” is not a valid address
     in the Auditor’s VINQ system. You will not be able to use these addresses for AP Vouchers
     or SDO payments in PeopleSoft.

The following process is must be used to update vendors in the Auditor’s VINQ system and/or
PeopleSoft:

       Effective 07/02/07 ALL VENDORS (including SDO non-reportable and EDS vendors) must
       be entered by the Auditor of State into VINQ via submittal of the State of Indiana W-9 (which
       should also be accompanied by the Direct Deposit form). DD form is not required for non-
       reportable vendors, please write SDO non-reportable vendor at the top of the W-9 or it will be
       returned for a DD form. Once the vendor is entered into VINQ it is available for payment in the
       Auditor's system. A process runs nightly to download from VINQ and upload into the
       ENCOMPASS vendor file. Shirley Houston will only make corrections to PeopleSoft and set up
       locations and contacts at the request of agencies. Do not send W-9s to Shirley Houston any
       longer.

       In addition to being a payment remit address file, the PeopleSoft vendor file is also used for
       bidding, payment of non-reportable SDOs, and for EDS vendors. There will always be vendors in

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       PeopleSoft that are not set up in VINQ as remit addresses. If you find a vendor that says "No
       Auditor of State Payment", then you must submit a W-9 and Direct Deposit form to the Auditor of
       State. Keep in mind that even though you may see the same vendor in VINQ and PeopleSoft, if
       there is any difference (name, address, punctuation, spacing, sub-codes etc.) between them, it
       will not match electronically and will cause your diskette to be rejected by the Auditor's Office. If
       you find a discrepancy, then please contact the vendor co-coordinator (Shirley Houston) with the
       vendor spreadsheet or VINQ screen print to request the correction in PeopleSoft.

       If you need to add a vendor/employee or add/update a vendor's address to PeopleSoft-only,
       please fill out a Vendor Entry Request form at
       http://www.in.gov/idoa/services/proctraining/docs/vendor_entry_request_spreadsheet.xls and
       send it to:

               Shirley Houston
               Procurement Division
               Indiana Department of Administration
               402 West Washington Street
               Indianapolis, IN 46204

               Electronic mail:          shouston@idoa.in.gov
               Phone:                    317/232-6870
               Fax:                      317/232-7312




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