Process - Review and Modify a Supplier Record (R12)

Use these instructions to review or modify a supplier record.

Prerequisites

1. The supplier must exist in the business applications.
2. You must have the following responsibility to modify a supplier record:
   • ORG: Campus Supplier Update
   • Central Office Supplier Update
3. You must have the following responsibility to review a supplier record:
   • ORG Supplier Inquiry

To Modify 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. To modify a supplier record - Select Supplier > Entry to open the Suppliers web-based form.

   Note: To Review Only - Select Supplier>Inquiry to Open the Suppliers web-based form and proceed to step 3.

2. Enter or review the following fields on the Suppliers form for a specific supplier.

   Field Name	Required (R) or Optional (O)	Description
   Supplier Name	O	Enter the supplier name you want to review or modify.
   Supplier Number	O	Enter the supplier number you want to review or modify. Note: Does not populate the supplier immediately. This search feature will return all suppliers containing the specific numbers entered.
   Taxpayer ID	O	Enter the Taxpayer ID of the supplier you want to review or modify.

   Note: Other fields can be used to query for suppliers such as the alternate name, employee number.

3. Click Go.

   Warning: Before you make any changes to the header record such as Taxpayer ID, supplier type or tax reporting information contact Central Office to make sure that reporting will be accurate. Supplier records are shared files and changes may affect other campuses.

4. To create a new address for an existing supplier, proceed to step: 9
5. To modify an an existing address for a supplier, proceed to step: 16
6. To create a new site for an existing supplier, proceed to step: 19
7. To modify an existing site for a supplier, proceed to step: 24
8. If needed, you may change the following fields on the Suppliers form by clicking on the individual tabs (as indicated below):

   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. Note: A supplier name can only be changed prior to any PO's or invoices being created for that supplier. If a change is needed in the name, please contact Central Office Accounts Payable.
   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.
   Inactive Date	—	The date the supplier record was merged or inactivated.
   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" document.
   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.
   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 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 check box is checked.
   Address Book Tab
   Create	O	Select Create if you need to create a new physical location that does not currently exist.
   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.

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

9. Click on the Address Book tab.
10. For a new address, select the Create button.
11. Enter the following fields 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 List of Values. Note: Only required when country is Canada.
    Address Line 1, 2, 3	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.
    Post Code	R	The postal code in which the supplier site is located.
    Address Name	R	Address is considered the physical location. The address should be the city name. Example - Albany. Note: If there are two Addresses needed with the same city, distinguish by adding a dash and the name of the street. Example - Buffalo-Elm.
    Geography Code Override	O	N/A - internal code.
    Language	O	Only American English available.
    Communications Details	O	Select this box to have the communication details flood in to all the sites.
    Phone Area Code	O	Area code for phone number.
    Phone Number	O	Phone number of contact.
    Fax Area Code	O	Area code for fax number.
    Fax Number	O	Fax number of contact.
    Email Address	O	Email address of contact.
    Address Purpose	O	Choose from a list: Purchasing, Payment RFQ Only. Check the box if the supplier site is to be used for purchase orders, payments, or reqs.

12. Click Continue.
13. Enter the following information as indicated below:

    Site Uses Region
    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.

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

16. To Modify an address, select the Update pencil.
17. Update the necessary fields as indicated above in the Address Details section.
18. Click Apply.

19. Click the Address Book tab.
20. For a new site, select the appropriate Address and then choose Manage Sites within that specific Address.
21. Select the Create button to create a new site and see below.
22. Review or Enter the following fields on the Supplier Sites section:

    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.

    Field Name	Required (R) or Optional (O)	Description
    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 choose the Select check box. Also, you will need to over-ride the Site Name (which automatically floods in with the Address Name) to the campus location code. Example - 030.
    Tax Reportable	O	Check this box if payments made to the supplier need to be reported for 1099 purposes.
    Site Uses Region
    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.
    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.

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

23. Click Apply.

24. To Modify an existing site, select the Manage Sites icon.
25. Locate the Site in which you would like to update. Update the necessary fields as indicated below in the Supplier Site section.

    Site Uses Region
    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.
    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.

26. Click the Descriptive Flexfields icon located to open the DFF's to update the following:

    Field Name	Required (R) or Optional (O)	Description
    Related Account Numbers	O	Used to store account numbers that the suppliers assigned to the location and is used when creating a PO.
    Special Instructions	O	Used to document instructions that would be helpful when creating PO's (such as call before 2:00pm for next day delivery).
    Campus Miscellaneous	O	Used to record any other campus specific information that might be useful (such as which salesperson is most helpful or which don't return phone calls, etc.)
    PayMode ID	O	Unique number to identify correct bank account
    BOA Vendor Number	O	Not for campus use.
    SFS PO Seq LOC	O	Used for Sciquest.
    SFS AP Seq LOC	O	Used for Sciquest.

27. Click Apply.
28. If needed, you may change the following fields on the Suppliers form by clicking on the individual tabs (as indicated below):

    Field Name	Required (R) or Optional (O)	Description
    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 employees 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 is 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.
    Business Classification Tab
    Select Account Assignment Level	O	Select Site from the drop-down menu. choose a site and click Go. Note: 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. Teh 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 form 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: 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.

29. Select Save to save your changes.