Vendor Maintenance

On This Page:  Add Vendor Address | Update Vendor Address | Update Vendor Name, Tax ID or Classification | Inactivate a Vendor Record

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Add Vendor Address

It is common for a vendor to have multiple business addresses. For example, a publishing company uses a street address to receive payments but uses a PO Box for tax documentation. Instead of creating multiple vendor records, simply add additional addresses to a single vendor record in KFS.

To add a vendor address, search for the vendor record in KFS. Click edit to update vendor information.

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Enter a description in the Document Overview tab. In this example, the vendor requested all tax documentation be sent to his PO Box. Scroll down to the Address tab.

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In the New Address section, select the Address Type from the drop down menu. The Address Type you select depends on what information should be sent to the address. The table below provides a brief description of each address type.

Address Type

Description

RM - Remit Required for all vendors. The address to which payments will be sent.
PO - Purchase Order   Required for all Purchase Order vendors. The address to which requisitions for goods or services will be sent.
QT - Quote Optional. The address to which requests for quotation will be sent.
RT - Return Goods Optional. The address to which returned goods will be sent.
TX - Tax Optional. The address to which tax documentation will be sent.

In this example, select TX – TAX from the drop down, then enter the vendor’s address information in the appropriate fields. Click Add to add the new address to the vendor record.

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Once all addresses have been added to the record, Submit the document. The DV Vendor Work Group will review and approve the updated record. You will receive an FYI in your Action List when the change is approved.


Update Vendor Address

Note:  The process outlined below applies to Disbursement Voucher, Participant Payment, and Refund vendor records.

Changes to Purchase Order vendors are managed by the PO Vendor Work Group in Purchasing. Contact the PO Vendor Work Group for assistance.

Changes to Revolving Fund vendors are managed by Custodial Funds. Contact Custodial Funds with questions and documentation requirements.

When a vendor’s permanent address changes, it must be updated on the KFS Vendor Record to ensure payments and other documentation are sent to the correct address. Address updates must be substantiated with direct communication from the vendor. Common examples include:

  • A vendor invoice which includes address change information.
  • An email directly from the vendor (not an assistant or other third party) which includes an updated address.

Once you have received the new address, you may update the vendor record in KFS.

Search for the vendor record in KFS. Once you have located the record, click edit to make changes.

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Enter a document description in the Description field on the Document Overview tab, then scroll to the Address tab.

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KFS displays the vendor’s current information on the left hand side of the screen. Enter the vendor’s new address in the Proposed section of the document, and click Save to save your changes. KFS will display a yellow asterisk next to fields which were changed.

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Next, enter a note in the Notes and Attachments tab which describes the change you made to the record. Attach the email or invoice which includes the address change to the KFS document by clicking Choose File. Once all information has been added, click Add to save the note and attachment.

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Note:  Do not enter critical data, such as bank account or credit card numbers, in the Notes and Attachments fields. Critical Data must be properly redacted from documents before they are uploaded and attached to a KFS document. Refer to the Knowledge Base for proper redaction procedures.

Review changes made to the vendor and click Submit. Disbursement Voucher and Participant Payment vendors are reviewed by the DV Vendor Work Group in Accounts Payable. You will receive an FYI in your Action List when the change is approved. Updates to Refund vendors do not require review and route to Final status upon submission.


Update Vendor Name, Tax ID or Classification

Note:  The process outlined below applies to Disbursement Voucher and Participant Payment vendor records.

Changes to Purchase Order vendors are managed by the PO Vendor Work Group in Purchasing. Contact the PO Vendor Work Group for assistance.

Changes to Revolving Fund vendors are managed by Custodial Funds. Contact the Custodial Funds group for more information.

When a vendor’s business name, business classification, or tax identification number changes it must be updated on the vendor record and an updated tax form must be submitted to the DV Vendor Work Group in Accounts Payable for review. Common examples include:

  • The vendor’s name is legally changed due to marriage or another life event.
  • The vendor’s business classification changes. For example, an individual establishes themselves as a partnership or LLC.
  • The vendor’s social security number (SSN) or federal employer identification number (FEIN) changes.

In any of these cases, an updated tax form must be completed by the vendor and submitted to the department. Domestic vendors must complete a new W-9 tax form. Foreign vendors must complete a new W-8 tax form. Once this information is received by your department the vendor record may be updated in KFS.

Search for the vendor record in KFS. Once you have located the record, click edit to make changes.

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Enter a description of the changes you are making to the vendor in the Description field of the Document Overview tab. In this example, the last name of the vendor will be updated.

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Scroll to the Vendor tab. KFS displays the vendor’s current information on the left hand side of the screen. Update the vendor’s information in the Proposed section of the document as applicable.

Update the W-9 or W-8 Received date field. This date should reflect the date the vendor signed the updated tax form which was returned to the department.

Click Save to save your changes. KFS will display a yellow asterisk next to fields which were updated.

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Write the KFS document number on the vendor-completed tax form. The document number should be written in a place which is clearly visible and that will not be cut off when faxing or scanning the form. The document number is available in the upper right hand corner of the document.

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Review changes made to the record and click Submit. Submit the vendor-completed tax form to the DV Vendor Work Group in Accounts Payable via Slashtmp to fmsdvhlp@indiana.edu or secure fax to (812) 855-0888.

Note:  NEVER attach W-9, or W-8 tax forms to KFS documents or emails. These forms contain critical data which must be kept secure. For more information about critical data handling, refer to the Data Management website.

Once the vendor record has been finalized and is ready to use, you will receive a FYI in your Action List.

Retain the vendor’s tax form via a secure method, either electronically on an IU server or physically in a locked filing cabinet, until payment is generated using the vendor’s updated information. Updates of this type are time intensive. Retaining this documentation ensures that the vendor’s information is available should questions arise during the update process. 


Inactivate a Vendor Record

There are two primary reasons a user may need to inactivate a vendor record at IU.

  1. It is a duplicate vendor record. In other words, the vendor is already available in KFS.
  2. The vendor is set up in KFS as a Refund (RV) or Participant Payment (SP) vendor, but current business needs require a DV or PO vendor.

The process to inactivate the vendor record is the same in both cases.

First, in the case of a duplicate vendor record, verify that the records are duplicates. Check that the addresses and/or US Tax Numbers match. In the event that you need to inactivate an RV or SP record before creating a DV or PO record, check the address listed in the vendor record against the address the vendor has given you.

Next, search for the vendor record you wish to inactivate. In the list of search results, click the edit link in the far right column of the record.

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In the Description field of the Vendor Record document, enter “Inactivate duplicate vendor record.”

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Then, scroll down to the Vendor tab. Locate the Detail Information section at the bottom of the Vendor tab. In the bottom right corner of the Detail Information section, uncheck the Active Indicator box and select the appropriate reason from the Inactive Reason drop-down.

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After unchecking the Active Indicator box, scroll down to open the Notes and Attachments tab on the vendor record. In the Notes field, enter a justification for why you are inactivating the vendor record. If you are creating a new vendor to replace the inactivated record, reference the new vendor’s KFS document number. Click Add.

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Finally, submit the document by clicking Submit. SP vendors will route to the DV Vendor Work Group in Accounts Payable, who will review the request to confirm that the vendor record is no longer needed and inactivate the record. RV records do not require review and approval and route straight to final status.