how to look up a vendor in the database. vendor information can be entered using three different...
TRANSCRIPT
How to look up a vendor in the database
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Vendor information can be entered using three different methods:
We will explore each of these procedures on the following screens.Note: The Vendor Screen is displayed during the requisition entry process—when the "X" in the “SUGGESTED VENDORS?” box on the General Data Screen remains checked.
•Includes searching the PAS vendor file, capturing vendor information and displaying it on the Vendor Screen
Vendor search
•This method is useful for entering frequently used vendors.
Vendor number entry
•Includes manual entry of the vendor information and should only be used if the vendor is not in the vendor file.
Manual entry & vendor
registration
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PAS REQUISITION ENTRY VENDOR SCREEN
ES )
The Vendor-screen is displayed as part of the requisition-entry process:
In the Action-box, enter [7] for VENDOR SEARCH and [Enter]
This will take you to “Buying –
Vendor Search” screen for Order
Addresses.
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PAS REQUISITION ENTRY BUYING - VENDOR SEARCH
SCREEN
The next screen will provide results of
vendor-search process.
Type in the name of Vendor + [Enter]
TIPS
• use UPPER-CASE letters;
(lower-case letters should not be used)
• use the full vendor name when possible
• try vendor name variations & standard
abbreviations
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PAS REQUISITION ENTRY VENDOR SCREEN WITH RESULTS OF VENDOR-SEARCH PROCESS
To view Additional Vendors on subsequent screens, type [10] in
the ACTION-box and [Enter]
This screen shows:• there was a match on Vendor name entered (Turner Biosystems)• the Vendor number is displayed• the Vendor is in a Valid status• there are “Additional Vendors”
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PAS REQUISITION ENTRY VENDOR SCREEN
To select the vendor data displayed in the Vendor search screen, there are two steps:
Step 1:Place an [X] in the
SEL box next to the desired
“valid” address
Step 2: Enter [14] –Select
Vendor- in the Action box and
[Enter]
The next screen will return to the requisition
entry vendor screen with the selected
Vendor information populated
Notice that Action 4, “Modify” appears in the Action Box. If you have information to enter in the Contact/Phone field, enter the data before sending the screen. If you do not have Contact/Phone information, simply press [Enter]. If the information is accurate and complete, [Enter] to send the screen again to "accept" the data as shown.
X
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VENDOR NUMBER ENTRY
This method is useful for entering frequently used vendors. Both the vendor number and the address sequence number need to be entered as they appear in the PAS Vendor File.
Note:
Vendor Search can be used to obtain
vendor numbers and address
sequence numbers for use at a later
time.
The vendor number and address sequence number is typed into the appropriate fields and “sent”, which subsequently displays the data retrieved from the PAS vendor file.
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VENDOR NUMBER ENTRY
Step 1:Type vendor number & address sequence + [Enter]
This is what the system will show:
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MANUAL ENTRY OF VENDOR INFORMATION
Step 1:
Enter the vendor
information into the
available fields on the Vendor
screen
Step 2:
Send the vendor the link to the
Supplier Registration Form page so they can complete
the SRF online.
• This will allow the vendor to be added to the Vendor file, do business and receive payment from the University of Washington.
If you did not find the
correct vendor in the
vendor file you will need to
manually enter the
information into the
system.
Note:
This should only be done if the vendor is not in the vendor file.
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Resources:
If you have questions,
contact the
Procurement Customer
Service unit at:
Phone:206-543-4500
Email:[email protected]