Welcome The Improved : Add / Change Vendor Request Form

Transcription

1 Welcome The Improved : Add / Change Vendor Request Form

2 Time for Change Currently purchasing are receiving requests by , faxing, interoffice, phone calls & have received recent requests on form(s) over 2 years old. Without uniformity there is opportunity for error Using standard work instructions allows Brown County to work smarter and not harder. LETS SHOUT LEAN!!

3 Change is Scary

4 The evolution of processing change

5 Where to find the Form Purchasing is no longer using the shared drive for forms. Refer to the Intranet for the most updated work instructions and forms. Updated forms will be found on the Intranet >Click Services by Department >Click Administration-Purchasing >Click General Purchasing >Scroll to the bottom of the screen to Vendor Request, and select Add/Change Vendor Request Form.

6 The Form The form is broken into 8 sections: A. Basic Information B. Information about whom is being added C. Check Appearance and invoice terms D. Vendor Address E. Additional Contact Information F. Supporting Vendor Documentation G. Reason to add Vendor H. Comments ** Bottom of form indicates ways to submit form to Purchasing

7 Navigating through Form Simply tab through the fields of the form OR Use the mouse and click on the desired field

8 Defining Vendors Business- (also known as enterprise or firm) is an organization engaged in the trade of goods, services, or both to consumers. Individual- is a person, biological entity, or the representation of such. Estate- is a term in common law for a person s property, entitlements and obligations.

9 Section A Basic Information Date Vendor # HSD Vendor ID # Requestor Requestor Department Billing Clerk (HS ONLY) Requestor Phone / Ext. Fill in the current date you are filling out the form If there is a change to a current vendor, type in the current vendor number from LOGOs ** If this is a new vendor, enter NEW in the field This is used by Human Services Fill in your name this is a required field Use the drop down box to select the department you are from this is a required field This is used by Human Services Enter in your phone number or extension for any questions

10 Section B Information about whom is being added Business Name Federal ID # DUNS # MBE (Minority Business Enterprise) Individual Last, First and Middle Initial: Estate of Social Security #: In Care Of The Business name of the vendor Federal Tax Identification number; also known as FEIN. This number is helpful to have at the time of entering in a new business, to avoid duplication and is required before a check is issued. The Logos system does not allow duplicate FEINs to be entered. Data Universal Numbering System. The DUNS number is a nine-digit number, issued by D&B. A Minority Business Enterprise (MBE) a term which is defined as a business which is at least 51% owned, operated and controlled by a US citizen of the following ethnic classifications: African American, Asian American (includes West Asian Americans (India, etc.) and East Asian Americans (Japan, Korea, etc.)), Hispanic American - not of the Iberian peninsula, Native American including Aleuts. Select Yes or No to this question, if known. If vendor type is an individual enter this information. If vendor type is an Estate, enter this information. Enter the social security number, if known. This number is helpful to have at the time of entering in a new vendor, to avoid duplication, and is required for check to be issued. The Logos system does not allow duplicate social security numbers to be entered. In some cases another person is listed as the person to receive vendor information. If the Business In Care of is to be listed in the address, enter the name of this person here. If the person is a contact person of the business enter in the Additional Contact Information. If entry is an individual, this could be their care giver or for an Estate, it could be the person in charge of the estate.

11 Section C Check Name & Invoice Terms Name to print on check, if different than above Invoice Terms When a vendor is required to have a different name on the check, please indicate this information in this field. EXAMPLE: If vendor to be added is ABC Corp. But the vendor wants the check written out to XYZ, then XYZ would be entered in this field. Enter in the terms of the payment, if known at the time of the request.

12 Section D Vendor Address Information Change of Address New Address: Street, City, State & Zip Phone & Fax Web Address Previous Address: Street, City, State & Zip Select Yes or No, based on if this is a new or changing an vendor information This is completed if there is a new vendor or change from a previous address Enter if known Enter if available Enter if this is a change and you need to identify which address needs to be changed. There are times there are several addresses listed for the vendor and to avoid error, this information is helpful

13 Section E Vendor Address Information Additional contact information is if you have a specific contact for a business which you deal with for payment, sales. Select Contact Type: Payment (Remit) Address This information is the name/address that will print onto the check(s). Sales Contact This information for the contact which you deal with for sales Purchase Order This information is the name/address that will show on Logos purchase order(s). Contact Name Street Address, Street, City, State, Zip, Phone & Fax & If the vendor has an additional contact which you deal with and would like them entered into Logos, this information would be entered here. If the contact has the same information as the vendor, there is no need to duplicate efforts to fill this information in

14 Section F Supporting Vendor Doc In most cases, the vendor must provide a W9 before a payment is issued. Assistance in obtaining this documentation is appreciated. W-9 Attached If you are submitting a W-9 with the vendor form, select the appropriate radio button. W-9 Mailed If you have mailed or sent the form to the vendor, select the appropriate radio button; to avoid duplication. Insurance Certificate If you have received an Insurance Certificate, select the appropriate radio button; to avoid duplication.

15 Section G Why is the Vendor being added? Select the appropriate radio button(s) which apply. Section H - Comments Any additional information can be entered in this field. Example: You need to add an Attn: for the remit AND you need to add information for a contact you could write: Vendor remit address needs to include the attn. person, and the contact person for the vendor is xxxx.

16 Sending the Forms to Purchasing The below information will be found at the bottom of the vendor form AND on the intranet

17 Sending the PDF via With the new form, ing can occur right from the PDF form without saving it to the PC. Due to the different versions of PDF, some features are a little different. IS can update your adobe version. Contact IS to create a work order

18 Questions? Thank you & have a GREAT day!! Questions: Karrie Revolinski x4040