Process - Create a Supplier Record (R12)

Use these instructions to create a supplier record.

Prerequisites

1. You must have the following responsibility to create a supplier record:
   • ORG: Campus Supplier Update
   • Central Office Supplier Update

To Create a Supplier Record

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Select Supplier > Entry to open the Suppliers web-based form.
2. Enter the following fields on the Suppliers form to determine if a Supplier record already exists.

   Field Name	Required (R) or Optional (O)	Description
   Supplier Name	R	Type a Partial supplier name using the wildcard (%) sign to verify the supplier doesn't already exist. For example: for Staples enter Stapl%
   Taxpayer ID	R	Enter the supplier's TIN to determine if there is already a supplier that exists with this TIN.

3. Click Go.

   Note: If a supplier already exists, the supplier will display under Search Results. Refer to the Process - Modify a Supplier Record for information on updating Supplier information or to add a new site to an existing supplier.

4. Click Create Supplier button if there was no Supplier match.
5. Enter the following fields on the Suppliers form:

   Field Name	Required (R) or Optional (O)	Description
   Supplier Name	R	The name of the business or individual providing goods, services or receiving reimbursements. You must follow strict naming conventions when creating suppliers. Please refer to the "Supplier File Naming Standards" document that is available on the Research Foundation's (RF) Web site: Note: A FIND feature has been added to determine if the supplier may already exist in the database. Please review the list to ensure the supplier you are attempting to add does not already exist.
   DUNS Number	O	The DUNS number is a unique nine-character number that identifies your organization. It is a tool of the federal government to track how federal money is distributed. The Data Universal Numbering System (DUNS) number is a unique nine-digit identification number provided by Dun & Bradstreet (D&B).
   Supplier Home Page	O	The supplier's Web site address.
   Supplier Type	R	Oracle's classification of the Supplier. There are two values here: Standard supplier - for any supplier other than RF employee Supplier used to process expense payments to internal employees - for RF employee suppliers only
   Tax Country	O
   Tax Registration Number	O
   Taxpayer ID	R	The tax identification number for a supplier. This field is required for all suppliers with a few exceptions including RF employees, SUNY Employees, Foreign Supplier (Companies/Organizations), Non-Citizen Individuals (non-taxable), Non-employee Individuals and Non-Citizen Individual FS types.
   Country of Tax Residence	R	A code identifying the supplier's country of residence where a tax home base has been established. Note: This field is required for all Non Citizen-Individual supplier Types.
   Supplier Merge With	O	The supplier number that this supplier was merged into or from. (Used by Central Office Only)
   Supplier Number	O	The supplier number that this supplier was merged into or from.
   HQ Zip Code+4	O	For ARRA (American Reinvestment Recovery Act) reporting purposes if the Supplier does not have a DUNS Number we must provide the Corporate Headquarters Zip Code (zip+4). Applicable to suppliers that meet the guidelines under the ARRA reporting requirements.
   E-Verify Company ID Number	O	A numeric only id number that ensures a company's compliance with the Employment Eligibility Verification (E-Verify) system. E-Verify is a web based system administered by SSA and DHS that is used to verify an employee is authorized to work in the United States. This is applicable to all awards that have an e-verify clause written into the agreement per USCIS guidelines.
   PayMode ID	O	A unique identifier used when setting up vendors for BOA ACH. Note: This field is only populated at the site level. Central Office only - DO NOT TOUCH.
   NYS Vendor ID	O	New York State vendor ID number that is currently in the State Financial System (vendor database).
   Status	O	Displays whether or not the supplier record is inactive or inactivated.

6. Click Apply. This will bring you into the Quick Update form of the supplier record.

   Note: A dash (—) in the table above indicates a field that is automatically populated by the system or that is not needed.

   Note: The business applications automatically generates a number in the system for the created supplier.

   Quick Update Tab
   Field Name	Required (R) or Optional (O)	Description
   Supplier Name	R	The name of the business or individual providing goods, services or receiving reimbursements. You must follow strict naming conventions when creating suppliers. Please refer to the "Supplier File Naming Standards" located on the external portal.
   Supplier Number	—	The number assigned to the supplier. This is a system generated number.
   Alternate Name	O	The Alternate Name field can be utilized to enter a shortened version of the supplier's name and is especially useful for Organizations that are better known by an acronym or initials. It is possible to query using this field to find a supplier name in the supplier file. The name in the alternate name field will not appear on the check.

   Supplier Quick-tabs appear to the left of the Supplier form.

   Field Name	Required (R) or Optional (O)	Description
   Organization	R	Used to enter the classification type of the supplier. Attachments are included in here as well.
   Tax Details	O	Used to enter reportable information for a supplier set up as a 1099. Note - campuses should enter Tax and Reporting information first and then proceed to Tax Details for the remaining information, otherwise information for Tax Details will not be saved and you will need to re-enter info.
   Address Book	R	Address is considered the physical location. It is an additional layer above the site. Note the Address is not secure - meaning that it is viewable by all campus locations. The site, however, does remain secure.
   Contact Directory	O	Used to enter vendor contact information.
   Business Classification	O	Used to enter business classification such as minority-owned, women-owned, or small business.
   Banking Details	O	Banking information for suppliers set up for ACH. Note that it is only viewable by campus locations - not able for update.
   Tax and Reporting	O	Used for tax reporting information for a supplier. Note - campuses should enter Tax and Reporting information first and then proceed to Tax Details for the remaining information.
   Purchasing	O	Used to update Ship-to and Bill-to locations.
   Payment Details	O	Used to select a default payment method type.
   Invoice Management	O	Used to select items such as payment terms, pay group, holds for invoices, etc.

7. Enter the following fields on the Suppliers form where applicable:

   Field Name	Required (R) or Optional (O)	Description
   Organization Tab
   Supplier Name	R	The name of the business or individual providing goods, services or receiving reimbursements. You must follow strict naming conventions when creating suppliers. Please refer to the "Supplier File Naming Standards" located on the external portal. Note: A FIND feature has been added to determine if the supplier may already exist in the database. Please review the list to ensure the supplier you are attempting to add does not already exist.
   Customer Number	O	Free form field to enter a customer number associated with the supplier.
   Alternate Supplier Name	O	The Alternate Name field can be utilized to enter a shortened version of the supplier's name and is especially useful for Organizations that are better known by an acronym or initials. It is possible to query using this field to find a supplier name in the supplier file. The name in the alternate name field will not appear on the check.
   Type	R	The type of supplier used by Research Foundation for goods, services, and reimbursements. Select from the List of Values. Note: You cannot change the type for an employee once created. A new supplier will need to be created.
   Country of Tax Residence	R	A code identifying the supplier's country of residence where a tax home base has been established. Note: This field is required for Non-Citizen Individuals.
   Supplier Merge with	O	The supplier number that this supplier was merged into or from (used by Central Office Only).
   Supplier Number	O	The supplier number that this supplier was merged into or from.
   HQ Zip Code+4	O	For ARRA (American Reinvestment Recovery Act) reporting purposes if the Supplier does not have a DUNS Number we must provide the Corporate Headquarters Zip Code (zip+4). Applicable to suppliers that meet the guidelines under the ARRA reporting requirements.
   E-Verify Company ID Number	O	A numeric only id number that ensures a company's compliance with the Employment Eligibility Verification (E-Verify) system. E-verify is a web based system administered by SSA and DHS that is used to verify an employee is authorized to work in the United States. This is applicable to all awards that have an e-verify clause written into the agreement per USCIS guidelines.
   PayMode ID	O	A unique identifier used when setting up vendors for BOA ACH. Note: This field is only populated at the site level. Central Office only - DO NOT TOUCH.
   NYS Vendor ID	O	New York State vendor ID number that is currently in the State Financial System (vendor database).
   Status	O	Displays whether or not the supplier record is inactive or inactivated.
   DUNS Number	O	The DUNS number is a unique nine-character number that identifies your organization. It is a tool of the federal government to track how federal money is distributed. The Data Universal Numbering System (DUNS) number is a unique nine-digit identification number provided by Dun & Bradstreet (D&B).
   URL	O	The supplier's Web site address.
   Taxpayer ID	R	The tax identification number for a supplier. This field is required for all suppliers with a few exceptions including RF employees, SUNY Employees, Foreign Supplier (Companies/Organizations), Non-Citizen Individuals (non-taxable), Non-employee Individuals and Non-Citizen Individual FS types.
   Tax Details Tab
   Taxpayer ID	R	The tax identification number for a supplier. This field is required for all suppliers with a few exceptions including RF employees, SUNY Employees, Foreign Supplier (Companies/Organizations), Non-Citizen Individuals (non-taxable), Non-employee Individuals and Non-Citizen Individual FS types.
   Federal	O	Check this box if payments made to the supplier need to be reported for 1099 purposes. Remove the check from this box if payments made to the supplier don't need to be reported for 1099 purposes.
   Income Tax Type	R	Income tax type for a United States 1099 reportable supplier. Choose from a list of 1099 Miscellaneous Tax types. Note: This is required if the supplier is coded as federally reportable.
   Allow Withholding Tax	O	Check this box if you need to withhold tax from a NRA reportable supplier. Remove the check from this box if you don't want taxes withheld from a NRA reportable supplier.
   Invoice Withholding Tax Group	O	The withholding tax group assigned to invoices for suppliers. Used to calculate the amount withheld for an invoice for 1042 information. Select from the List of Values. Note: This is only required if the allow withholding checkbox is checked.
   Address Book Tab
   Create	O	Select Create if you need to create a new physical location that does not currently exists.
   Update	O	Select Update to update the physical location of an existing address.
   Manage Sites	O	Select Manage sites to create a new site. You can also update the Purchasing/Payment purposes here.
   Descriptive Flexfields	O	Update the following DFF's as necessary: Related Account Numbers, Special Instructions, Campus Miscellaneous, PayMode ID, BOA Vendor Number, SFS PO Seq LOC and SFS AP Seq LOC (see below).

   Note: You should create a supplier site address for each location of a supplier designated as a purchasing site or a pay site. Each campus must create its own site under a supplier. The only shared site is a 1099 site.

8. On the Address Book tab, select Create to create a new Address.
9. Enter the following fields within the Address Details section:

   Field Name	Required (R) or Optional (O)	Description
   Country	R	The country in which the supplier site is located.
   Province	R	The province in which the supplier site is located if the supplier is located in Canada. Select from the LOV. Note: Only required when country is Canada.
   Address	R	The address of the supplier site.
   City	R	The city associated with the Address Line field.
   State	R	State in which the supplier site is located. Select a two-character state abbreviation from the List of Values. Note: Required when the country is United States. The field is grayed out for all other countries.
   Postal Code	R	The postal code in which the supplier site is located.
   Address Name	R	Address is considered the physical location.
   Address Purpose - Pay	O	Check this box if the supplier site is a pay site. Note: To eliminate the number of sites that appear in the LOVs in Purchasing and AP it is recommended that if a site is truly just a purchasing site that this checkbox not be checked.
   Address Purpose - Purchasing	O	Check this box if the supplier site is a purchasing site. Note: To eliminate the number of sites that appear in the LOVs in Purchasing and AP it is recommended that if a site is truly just a pay site that this checkbox not be checked.

10. Click Continue.
11. Enter the following fields within the Site Creation section:

    Site Name	R	Unique supplier site name that distinguishes the site from a supplier's other sites. For example, city name or branch name must start with the 3 digit location or 1099. Note: Be sure to place a check box in the "Select" box.
    Tax Reportable	O	Check this box if payments made to the supplier need to be reported for 1099 purposes.

12. Click Apply.
13. To review your Address/Site, click on the Show(+).

    Note: Pay sites only display on accounts payable invoices and purchasing sites only display on purchase orders.

    To update the DFF's, click on Manage Sites button and then the Descriptive Flexfields pencil icon to open the DFF's:

    Field Name	Required (R) or Optional (O)	Description
    Related Account Numbers	O	The email address for the supplier. This value is specific to the location.
    Special Instructions	O	Used to store account numbers that the suppliers assigned to the location and is used when creating a PO.
    Campus Miscellaneous	O	Used to record any other campus specific information that might be useful (such as which salesperson is most helpful; which doesn't return phone calls, etc.).
    PayMode ID	O	Unique number to identify correct bank account on Paymode.
    BOA Vendor Number	O	Not for campus use.
    SFS PO Seq LOC	O	Used for Sciquest.

    Contact Directory Tab
    Create	O	Select Create to add a new contact.
    Update	O	Used to update an existing contact's information.
    Business Classification Tab
    Hub Zone	O	A business that operates and employs people in Historically Underutilized Business Zones.
    Minority Owned	O	A business owned at least 51 percent by minority group members. In the case of publicly-owned businesses, if 51 percent or more of the stock is owned by minorities, then that business also qualifies as a minority-owned business.
    Service-disabled Veteran Owned	O	A business owned at least 51 percent by an individual who can be considered by the government as a Service-Disabled Veteran.
    Small Business	O	Check this box if the supplier is a small business.
    Veteran Owned	O	A business owned at least 51 percent by an individual who can be considered by the government as a Veteran.
    Women Owned	O	Check this box if the supplier/vendor is a business owned by women. To qualify as a woman-owned business, at least 51 percent of the business must be owned, controlled and operated by women who are U.S. citizens.
    Banking Details Tab
    Select Account Assignment Level	O	Select Site from the drop-down menu. Choose a site and click Go. Note that this information is only viewable by campuses - cannot update record.
    Tax and Reporting Tab
    Reporting Name	O	The tax reporting name for a supplier doing business as a sole proprietor. Required only if the tax reporting name for the supplier is different from the supplier name. In accordance with IRS requirements, Oracle prints this name, instead of the supplier name, on all 1099 reports for the supplier.
    Name Control	R	The first four characters of the last name for Individual 1099 supplier. For companies, it is usually the first 4 letters of the company name. The value must be entered using uppercase letters. Note: this is required if the supplier is coded as federally reportable.
    Verification Date	O	Date in which the individual was verified.
    Organization Type	R	The type of organization of the supplier. Select from the List of Values. Note: This is required if the supplier is coded as federally reportable. Note: If the supplier has a foreign address as its reporting site, the Org type must be a foreign Org type.
    Purchasing Tab
    Ship-to	O	Select a Ship-to location to automatically link to a particular site.
    Bill-to	O	Select a Bill-to location to automatically link to a particular site.
    Payment Details Tab
    Payment Method	O	The way in which the supplier will be reimbursed. Select from the List of Values.
    Payment Specifications - Pay Alone	O	Check this box if you need each invoice to be paid with a separate check.
    Separate Remittance Advice Delivery	O	Select E-mail delivery method. The email address for the supplier site to notify the supplier when an ACH payment is made. This is a required field when payments are made electronically using ACH.
    Invoice Management Tab
    Hold from Payment	O	Choose from a List of Values to place a hold on payments to a particular supplier.
    Payment Hold Reason	O	State a reason for the payment hold.
    Terms	O	The payment terms for the supplier. Example - Immediate.
    Pay Group	O	The group defines the check batch. Select from a List of Values: Mail from Central Office: Central Office (CO) mails the check to the supplier. Return to Campus: CO mails the check to the campus. BOA Credit Card: Electronic payments made via the BOA credit card program. BOA ACH: Electronic payments made via the BOA ACH program.

14. Select the Save button.