Purchasing Activities Suggesting a New Vendor

Transcription

1 Purchasing Activities Suggesting a New Vendor Overview: Understanding the Suggesting a New Vendor Process This tutorial shows the step-by-step processes for suggesting a new vendor while creating a Requisition in eprocurement. Suggest New Vendor is used while creating a Requisition only when the desired vendor does not already exist within OMNI s vendor file. This option allows Requisitions to be created and the vendor file to be updated with new information simultaneously using Suggest as the selected vendor. This signals Purchasing to confirm and enter the vendor information and update that information on the Requisition once the new vendor is ready to be used. To suggest a vendor, first be sure to check that this vendor does not already exist within OMNI. Next, begin the Requisition creation process as normal, selecting vendor number (SUGGEST) and entering all vendor information on the Suggest a Vendor page. Procedure Scenario: In this topic, you will learn the steps to suggest a new vendor. For use only when the vendor is not already in the system. Key Information: Vendor Name Address Phone/ Fax TIN # (FEID) MBE Code (Minority Business Enterprise) Page 1

2 1. Click on the Financials 9.1 link. 2. Click the Main Menu button. 3. Click to the eprocurement link. 4. Click the Create Requisition link Page 2

3 5. Enter an identifying name into the Requisition Name field. 6. Click the Vendor Lookup object. 7. Search for the vendor you will suggest to be sure the vendor does not already exist within the database. The naming convention for Short Vendor Name is the first five letters of the first name and then the first five letters of the second name. For this example the vendor's name is Fresh Air Hoods.This vendor is not in OMNI so you should use the default vendor "Suggest." Page 3

4 8. Enter "sugg" into the Short Vendor Name field to search for the "Suggest" vendor. 9. Click the Find button. 10. Click the link. Page 4

5 11. Click the Category look up. 12. Search for an appropriate category code. 13. Click on the Look Up button. 14. Select the appropriate Category. 15. Enter the appropriate Unit of Measure. 16. Click the Choose a date button to select a Due Date. 17. Enter an Attention if desired. The Attention field should indicate for whom this order is being requested. 18. Enter the correct budget information. 19. Enter the correct Fund code. 20. To enter Project information, enter the following: PC Bus Unit: FSU01 Project: <Your Project Number> Activity: Click the Continue button. 22. Click the Special Item link. Page 5

6 23. Enter an Item Description. 24. Enter a Price for this item. 25. Enter a Quantity for this item. 26. Click on the Suggest New Vendor link. Page 6

7 27. Enter the vendor's information here. This information will be relayed to Purchasing's vendor team to update the system. Enter a Vendor Name. 28. Enter a vendor Contact Name. 29. Enter the vendor's Country. 30. Enter the vendor's Address. 31. Enter the vendor's City. 32. Enter the vendor's State. 33. Enter the vendor's Postal code. 34. Click the Phone Type list. Page 7

8 35. Select the appropriate Telephone category from the list. Page 8

9 36. Enter the vendor's Telephone (including area code). 37. Enter an Extension if applicable. 38. Enter the vendor's Fax #. 39. Enter the vendor's TIN # (Tax Identification Number). 40. Enter the vendor's MBE #. 41. Use the FSU Guidelines for MBE Codes link to review a list of vendor MBE guidelines, if needed. 42. Click the Suggest Vendor button. 43. Click the Add Item button. 44. A blank page will appear to allow additional lines to be added, if needed. To create a multi-line Requisition continue to enter line item information for each additional line. There is no need to re-enter the Suggest Vendor information for each line. For this example, this is a one line requisition. Click the 3. Review and Submit link. Page 9

10 45. Ensure the Vendor Name appears as "Suggest" before submitting this Requisition for approval. 46. Click the Save & submit button to submit this Requisition for approval. You may also use the Save & Preview Approvals button to save your work, but not submit to workflow. Page 10

11 47. Click the Home link to return to the main menu. 48. Congratulations! You have completed this topic. End of Procedure. Page 11