Supplier File Reference Guide

Function:

Accounts Payable/Purchasing

Procedure

Supplier File

Contact:

Megan Moran

Overview

The Supplier File is the Research Foundation’s Oracle database that includes the names and addresses for all individuals, businesses, organizations, etc. that have been paid using the Oracle Accounts Payable module. If a supplier does not already exist in the Supplier File, a new supplier record must be created before a payment can be processed. The Supplier File Naming Standards must be followed when creating a new supplier. In order to create or modify a supplier file record, a user must have Oracle Supplier File Update responsibility. Prior to being given access to this responsibility, new users will be required to participate in Supplier File training coordinated by Central Office. For additional information regarding access, please visit Access to Org Campus Supplier Update.

Frequently Asked Questions

  1. Does the supplier already exist in the supplier file?
  2. What information or forms are needed to create a new supplier?
  3. What are the requirements for a supplier name?
  4. What are the requirements for a supplier site name and address?
  5. What is the difference between a supplier and a site?
  6. What are supplier classification types?
  7. What are reportable payments?
  8. What is residency determination for tax purposes?
  9. What are the applicable tax rules for the different residency determinations for tax purposes and how do they determine the supplier type?
  10. What are the different types of 1099 Miscellaneous Income Codes listed in the List of Values in the tax reporting area?
  11. What else do I need to know before I can create a 1099 tax reportable supplier?
  12. If the supplier is non-US, what do I need to know to be able to correctly create the supplier record?
  13. What if an RF employee or a SUNY employee needs to receive a tax reportable payment as a human subject, participant stipend, or a royalty, what do I need to do?
  14. What are the required fields to create a new supplier?
  15. After a supplier has been created, what changes can be made to a supplier record?
  16. If a supplier name has changed, what procedure must be followed?
  17. If I notice what appears to be a duplicate supplier in the database or if I create a duplicate supplier, what should I do?
  18. What does INACTIVE OR INACTIVATED mean in the status field at the header level of the supplier record?
  19. How does Central Office monitor the new suppliers and sites being created?
  20. Should campus locations and users monitor the new suppliers and sites that they have created?
  21. What references, forms, and reports are available to me?

    1. Does the supplier already exist in the Supplier File?

    1. Go into the Supplier File Search function.
    2. Query by supplier name using the wildcard (%) in various ways. Query creatively. Refer to Process Help - Create a Supplier Record. Forms help is available in the Supplier File application. If the name appears, you must determine if it is the same supplier that you are seeking.
    3. Query by Taxpayer ID number (TIN). If the TIN already exists, you must determine if it is the same supplier that you are seeking.
    4. It is also possible to query using the Alternate Name field to determine if the supplier, usually a company or an organization, is also set up with an acronym or a shortened version of their name.
    5. If you determine that the supplier is the one you are seeking, you then must determine if your campus also has a correct site address already created. If it does, your query is complete and the supplier and site may be used. If a site does not exist with the address, a new campus site must be created in the existing supplier record. Refer to Process Help - Review and Modify a Supplier Record.
    6. If you have queried thoroughly and find that the supplier does not exist, you will need to create a new supplier, a new address and a new site and must follow the Supplier File Naming Standards. Refer to Process Help - Create a Supplier Record. Forms help is available in the Supplier File application.

    Note: There are situations whereby a large company has subsidiaries that do business under a different name, but share the same TIN with the parent company. If this is the case, the supplier may be set up separately even though it has the same TIN.

    2. What information or forms are needed to create a new supplier?

    In order to create a new supplier accurately, you will need to gather all necessary information prior to beginning data entry. An optional form (highly recommended) that can be used is the Supplier File Request Form. This form includes all of the possible fields that may need to be entered to create the supplier. This form may be revised by campus locations to include additional information that is more campus-specific.

    NOTE: If the supplier is a non-US, you must first gather information using the Request for Alien Information for Miscellaneous Income Payments form. This form is a two- page form. Page one gathers general information on the non-US supplier or organization and page two walks through the important residency test for tax purposes. The results of the test are critical to supplier set up and application of tax and reporting rules. The supplier must complete the form and campus staff should review the data, but the ultimate responsibility for determining the residency determination for tax purposes is with the RF. To determine if the payment is taxable and / or reportable refer to the Payment Tax and Reporting Handbook - section "I. Pre-Payment Decisions" for guidance.

    Users should not attempt to create a new supplier record until all required information has been obtained. A record cannot be saved until all required fields are entered. Refer to Process Help - Create a Supplier Record. When the record is saved, a supplier number is automatically created. Before saving the record, it should be reviewed for accuracy. The system will only allow you to change the supplier name if there has not yet been any activity, such as a purchase order or a payment. Once there has been activity, the system will not allow you to change the supplier name.

    One of the following IRS forms is also required. Exceptions are listed below.

    For US Citizens/Organizations and Resident Aliens

    W-9 form (Request for Taxpayer Identification Number and Certification)

    This form is used to obtain the correct spelling of name, status, taxpayer ID number (TIN), and signature which certifies under penalty of perjury that the information is correct. The TIN may be a Social Security Number (SSN), Individual Taxpayer ID Number (EIN). Refer to Payment Tax and Reporting Handbook - section "I. Pre-Payment Decisions". It is highly recommended that the W-9 be scanned and attached to the supplier record. Refer to Process Help-Attachments in the Supplier File. W-9 forms, once attached, may only be viewed by users with the Supplier File Update responsibility. A TIN and a comple and accurate W-9 form is required for most supplier types.

    NOTE: The name listed on a W-9 form may need to be adjusted when creating the supplier name because the Supplier File Naming Standards must be followed. For example, words must not be abbreviated and punctuation must generally not be used.

    NOTE: W-9 forms, once scanned and attached to the supplier record, should be shredded. W-9 forms that are retained in hard copy must be stored in a locked file cabinet or area.

    EXCEPTIONS: A W-9 form and a Taxpayer ID number are not required for the following supplier classifications/types:

Change History

Date

Summary of Change

August 29, 2018

Updated document to include correct MISC coding for human subjects; removed obsolete tax and reporting links (now replaced by the Payment Tax and Reporting Handbook); referenced Non-Salary Payment Policy and also reviewed for accuracy and clarity.

December 23, 2016

Updated links.

February 19, 2014

Revised reference guide to accommodate R12 changes.

 

 

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