VENDOR PROFILE

1.0 GENERAL INFORMATION

1.1 Statutory Reference

 

Section 3-112.

 

1.2 General Information

 

The vendor file consists of vendor profiles containing vendor name, address, and financial information. The information is organized by the vendor's Federal Employer Identification Number (FEIN) or Social Security Number (SSN). An active vendor profile must be on the Central Accounting System (CAS) vendor file prior to processing commitment or expenditure documents.

 

Agencies are responsible for maintaining accurate vendor information on CAS.

 

The vendor profile form (CO-1055) should be completed by the vendor and submitted to the agency. The agency should review the form for completeness and either enter the information online or submit the form to the Accounts Payable Division. All changes to vendor information must be submitted to the Vendor File section with a detailed explanation.

 

2.0 VENDOR SYSTEM INQUIRIES

The vendor file may be used to inquire on vendor information. The information available through the vendor system includes:

 

Vendor business and remittance addresses

Financial history

Payment history

Offset information

 

The following pages illustrate examples of the screens where specific information can be found. Instructions on how to get to the various screens are also included.

All inquiries begin from the vendor menu shown below:

2.1 VENDOR PROFILE

The vendor profile is accessed from the vendor suffix list screen. The vendor suffix list screen can be accessed in two ways:

If the vendor's FEIN/SSN is known, select "Vendor File Maintenance" (vendor file inquiry for paper agencies) from the vendor menu. Enter the FEIN/SSN and action code of "I". If the vendor number exists on CAS, the vendor suffix list will be displayed.

If the vendor's FEIN/SSN is not known, select vendor list from the vendor menu. Enter the search key for the vendor (see page 4-9). The vendor list screen (not shown) will be displayed. The vendor list displays all vendors with the search key entered. To select a vendor, place an "S" in the "SEL" field in front of the vendor and press "Enter." The suffix list screen (shown below) will be displayed.

 

	To view the profile, place an "S" in the "SEL" field in front of the suffix and press "Enter."
	To view financial information, place an "F" in the "SEL" field and press "Enter." The financial information (screen not shown) includes payment totals made to the selected suffix in four time periods, current and prior fiscal and calendar years. The encumbered balance field shows the amount currently committed.
	The fields on the vendor profile form are explained on page 4-6 of this section.
	If a vendor has been inactivated, the explanation will appear in the business address area to the right of the vendor name. The correct information will appear in the business address fields.

2.2 VENDOR FINANCIAL/OFFSET INFORMATION

To view financial information for a vendor number and suffix, select "Vendor Financial Information" from the vendor menu. At the prompt, enter the FEIN/SSN and suffix number. The screen (not shown) will show the encumbered balance and four time periods of expenditure totals, current and prior fiscal and calendar years. These figures will be for all transactions processed through CAS for the vendor number/suffix combination.

 

To view information for a vendor number (not by suffix), select "Vendor Financial Information" from the vendor menu. At the prompt, enter the FEIN/SSN, do NOT enter a suffix, and press "Enter." (Entry in the Action field is not allowed at this time).

 

The vendor financial summary inquiry screen (below) displays financial history for a FEIN/SSN. The information in this area is compiled from all suffixes and all agencies.

 

The information on the left of the screen displays cumulative totals for the current encumbered balance and four time periods of expenditure totals, current and prior fiscal and calendar years. The information in the right of the screen shows offset history. Definitions of the offset fields shown are listed below:

2.3 VENDOR PAYMENT HISTORY

The vendor payment history contains information about payments made to a vendor number (FEIN/SSN)/suffix combination by each agency. To view this area, select vendor payments from the vendor menu. Enter the vendor number, suffix and agency number, and press "Enter." The "Agency Payment Inquiry Screen" (shown below) is displayed.

 

	The "Agency Payment Inquiry Screen" displays totals paid to the vendor/ suffix combination by each agency for four time periods, current and prior calendar and fiscal years. If the agency has used other suffixes for this vendor number, the options "NEXTSUF" and "PRIORSUF" will appear in the lower portion of the screen. To view the vendor expenditure documents list, press "Enter".
	The "Vendor Expenditure Documents List" displays all payments made by an agency to this vendor number /suffix combination for up to two years. If the list exceeds one screen, the options "UP" and "DOWN" will appear in the lower portion of the screen. To view more information on a payment in this list, type "S" in the "SEL" field and press "Enter.
	The "Vendor Expenditure Document Inquiry" screen contains information from the expenditure invoice (CO-17). The history option displays the account coding (screen not shown). Select options "NEXT" or "PRIOR" to view other expenditure documents in the list.

3.0 FORMS COMPLETION

3.1 VENDOR PROFILE - ADDS

Vendor locations are added for vendors that do not currently exist and for additional addresses to existing vendors. Paperless agencies complete the information on line in the Comptroller's vendor file system. Paper processing agencies must complete the Vendor Profile Form (CO-1055) and submit by mail or fax to the Comptroller's Office, Accounts Payable Division. The following is an explanation of the fields in the vendor profile. The numbers assigned correspond to the exhibits.

VENDOR IDENTIFICATION

1). Vendor Number - Nine digit vendor number, either the Federal Employer Identification Number or the Social Security number. No dashes or spaces are used. Required.
2). Action code - "A" for Add. Required.
3). Search Key - Ten character alphabetic key (see page 9). Required.

BUSINESS ADDRESS

4). Vendor Name - Two lines available, some systems can only use one. Required.
5). Vendor Address - Three lines available, some systems can only use two.
6). City - 16 characters available. Required.
7). State. - Two character US Postal abbreviation. Required.
8). Zip - Five digits required, space available for 4 and 2 digit extensions.
9). Contact - Name of Contact at vendor. Not required, complete if available.
10). Phone - Phone number of contact person. Not required, complete if available.

REMITTANCE ADDRESS- Completion required only when different from business address.
11). Vendor Name - Two lines available, some systems can only use one.
12). Vendor Address - Three lines available, some systems can only use two.
13). City.
14). State.
15). Zip - Five digits required, space available for 4 and 2 digit extensions.

VENDOR INFORMATION

16). W-9 Indicator (field formerly labeled IRS-IND) An IRS form W-9 is on file with Comptroller's A/P division (for central use only) submit W-9's to Comptrollers. Form W-9 must be on file for all vendors who receive reportable payments (refer to Comptroller's Memorandum 2000-08).
17). SBA - Is the vendor a member of the State Small Business Administration? Required.
18). Minority Business Category. Complete when information is available.
19). Business Entity. Required.

20). Vendor Status - "A" - Active. (Default value of A assigned to field).
21). Vendor Type. Required.

V-Vendor
E-Employee (State Employee)
T-Town/Municipality (refer to coding section 11, table 3.5, Town Coding)
O-Exception Code (refer to page 4-12)

CONTACT PERSON-Section required for paper processing agencies.

23). Name of person at agency to contact for additional information.
24). Telephone number, with area code, of contact person.
25). Agency number.
26). Agency name.
27). Date form prepared.

SEARCH KEYS

The search key is made up of 10 or less letters. The search key can contain no numbers, spaces, or special characters. (See samples below.)

Abbreviations are not allowed with the following exceptions:

The search key for an individual must be last name, first initial. The search key for a business must be the business name in the order it is used, leaving off the word "THE."

SAMPLES

3.2 VENDOR PROFILE CHANGES

Changes are done to update the FEIN/SSN and suffix records on the Comptroller's vendor file.

All Changes must be submitted to Comptroller's for processing on Vendor Profile form CO-1055.

The following fields are required:

NUMBERS CORRESPOND TO VENDOR PROFILE FORM, SEE PAGE 4-11

1). Vendor Number - Nine digit vendor number, either the Federal Employer Identification Number or the Social Security number. No dashes or spaces are used.
2). Check block C - Change
3). Search Key - Ten character alphabetic key, see page 4-9

Complete only the following fields that require change

BUSINESS ADDRESS

4). Vendor Name- Two lines available, some systems can only use one.
5). Vendor Address- Three lines available, some systems can only use two
6). City.
7). State.
8). Zip - Five digit required, space available for 4 and 2 digit extensions.
9). Contact - Name of Contact at vendor. Not required, complete if available.
10). Phone - Phone number of contact person. Not required, complete if available.

REMITTANCE ADDRESS

11.) Vendor Name - Two lines available, some systems can only use one.
12). Vendor Address - Three lines available, some systems can only use two.
13). City.
14). State.
15). Zip - Five digit required, space available for 4 and 2 digit extensions.

VENDOR INFORMATION

16). An IRS Form W-9 is on file with Comptroller's A/P Division.
17). Has the vendor received Funding from the Small Business Administration?
18). Minority Business Category.
19). Business Entity.

Completion of the following sections is required for changes.

22). Reason for Change - One block must be checked. Send backup documentation from vendor. Complete additional information:

CONTACT PERSON

23). Name of person at agency to contact for additional information.
24). Telephone number, with area code, of contact person.
25). Agency number.
26). Agency name. 
27). Date form prepared. 

3.3 EXCEPTION CODES

An exception code must be established in the Comptroller's vendor file for each type of exception code used by your agency. The exceptions are:

Paperless processing agencies may enter exception code profiles on line; paper processing agencies must complete form CO-1055 (see exhibit 3.3.1) and submit to Comptroller's Accounts Payable Division for inclusion in the vendor file. Exception code profiles must contain the following information:

FEIN/SSN - Exception Code Search Key - Agency Name

Name(Business and remittance) - Agency Name

Name line 2 - Type of exception code Address - Agency Address

Contact Person/Telephone Number - Name and phone at Agency

Is the vendor reportable? - N (exception codes can not be used for reportable payments)

Small Business Administration Indicator - N

Minority Business Category - Blank Business Entity - 3 Vendor Type- 0

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