Vendor Payment Inquiry

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1 State of New Jersey Vendor Payment Inquiry Administrator User Guide Office of Management and Budget Last Modified: Thursday, January 03, 2013

2 CONTENTS System Administrator Homepage... 3 Application Configuration... 4 General Tab... 4 Enrollment Tab... 5 Payment Tab Tab Statement Access Control... 6 ACH Tab... 7 W-9 Tab... 7 Global News and Announcements... 8 Create New Announcement... 8 Frequently Asked Questions... 9 Create New FAQ... 9 Reorder FAQ Listing Payment Search Utility Statement Search Utility Statement Corrections Vendor Payment Inquiry Administrator User Guide Page 2 of 14

3 SYSTEM ADMINISTRATOR HOMEPAGE The system administrator homepage provides links to various administrative features and utilities organized into different sections. SYSTEM MAINTENANCE The System Maintenance section contains links for managing application settings and other system configurations. See: Application Configuration (page 4) Global News and Announcements (page 8) Frequently Asked Questions (page 9) VENDOR MAINTENANCE AND SEARCH UTILITIES The Vendor Maintenance and Search Utilities section contains links for managing vendor information as well as utilities for performing global searches on vendor documents. See: Payment Search Utility (page 11) 1099 Statement Search Utility (page 13) 1099 Statement Corrections (page 14) Vendor Payment Inquiry Administrator User Guide Page 3 of 14

4 APPLICATION CONFIGURATION Select Application Configuration from the administrator homepage to access a listing of global settings that can be modified by system administrators. Application settings are organized into different tabs. GENERAL TAB The General tab contains general/miscellaneous settings used throughout the application. Name Default Adobe Reader URL NJ Home URL NJ Accessibility URL NJ Feedback URL NJ Legal URL NJ Privacy URL Description address to receive administrative s. URL to download Adobe reader. URL to NJ homepage displayed on page footer. URL to NJ accessibility statement displayed on page footer. URL to NJ feedback form displayed on page footer. URL to NJ legal statement displayed on page footer. URL to NJ privacy statement displayed on page footer. Vendor Payment Inquiry Administrator User Guide Page 4 of 14

5 MAINTENANCE TAB The Maintenance tab contains settings for controlling system outages due to maintenance. When the application is in maintenance mode, access is restricted to system administrators. ENROLLMENT TAB The Enrollment tab contains settings related to vendor enrollment. Name Address Description address to receive enrollment requests. PAYMENT TAB The Payment tab contains settings related to vendor payments. Name Deductions Description address for users to contact for additional information on payment deductions. Vendor Payment Inquiry Administrator User Guide Page 5 of 14

6 1099 TAB The 1099 tab contains settings related to vendor 1099 statements. Name Primary Phone Secondary Phone Phone Hours Mailing Address Description Primary number for questions regarding 1099 statements. Secondary number for questions regarding 1099 statements. Hours phone calls are accepted. Address to mail questions regarding 1099 statements STATEMENT ACCESS CONTROL System administrators can control vendor access to 1099 statements. By default, 1099 statements are loaded into the VPI system with vendor access disabled. To enable access for vendors, check the box to the right of the desired payment year. Vendor Payment Inquiry Administrator User Guide Page 6 of 14

7 ACH TAB The ACH tab contains settings related to ACH payments. Name Form URL Instructions URL Contact Phone Mailing Address Description URL to download ACH request form. URL to download ACH request form instructions. Phone number to contact for ACH questions. Address to mail completed ACH request form. W-9 TAB Contains settings related to vendor W-9. Name Description W-9 Form URL URL to download W-9 form. Vendor Payment Inquiry Administrator User Guide Page 7 of 14

8 GLOBAL NEWS AND ANNOUNCEMENTS Announcements are posted to the vendor homepage to notify users of important events or reminders. Select Global News and Announcements from the administrator homepage to access the News and Announcements Manager. CREATE NEW ANNOUNCEMENT 1. Select Create New Announcement from the News and Announcements Manager. 2. Complete the Announcement form and select Set an effective/expiration date to schedule the period a message is displayed. 3. Review the message and select Vendor Payment Inquiry Administrator User Guide Page 8 of 14

9 FREQUENTLY ASKED QUESTIONS Use the FAQ Manager to manage the listing of Frequently Asked Questions. The FAQs section is public for all users to view. Select Frequently Asked Questions from the administrator homepage to access the FAQ Manager. CREATE NEW FAQ 1. Select Create New FAQ from the FAQ Manager. 2. Complete the FAQ form and select 3. Review the message and select Vendor Payment Inquiry Administrator User Guide Page 9 of 14

10 REORDER FAQ LISTING By default, FAQs are listed in the order they are posted. To change this order: 1. Select Reorder FAQs from the FAQ Manager. 2. Follow the on screen instructions to drag-and-drop FAQs into position and select Vendor Payment Inquiry Administrator User Guide Page 10 of 14

11 PAYMENT SEARCH UTILITY 1. Select the Payment Search Utility link from the administrator homepage. 2. Select a search type option to indicate whether you want to search for a vendor s Scheduled Payments or Payment History. 3. Enter a vendor s 9-digit vendor id with or without a 2-digit location code. Vendor Payment Inquiry Administrator User Guide Page 11 of 14

12 4. Scroll down to enter optional payment criteria based on the search type selected above. OR 5. Click the button at the bottom of the page to run your search. Vendor Payment Inquiry Administrator User Guide Page 12 of 14

13 1099 STATEMENT SEARCH UTILITY 1. Select 1099 Statement Search Utility from the administrator homepage. 2. Enter a vendor s 9-digit vendor id with or without a 2-digit location code OR enter a vendor s 9-digit taxpayer identification number. 3. Scroll down to enter optional search criteria. 4. Click the button at the bottom of the page to run your search. Vendor Payment Inquiry Administrator User Guide Page 13 of 14

14 1099 STATEMENT CORRECTIONS 1. To make a correction to a 1099 statement, select the icon to the left of 1099 search results. 2. Complete the 1099 correction form and select 3. Review the corrected information and select Vendor Payment Inquiry Administrator User Guide Page 14 of 14

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