kuali financial system training guide - university of hawaiʻi · 2016. 3. 29. · kuali financial...

Kuali Financial System Training Guide

University of Hawaii

Working With Vendors in KFS

Version 3.04


Last Updated: 03/28/2016 Working With Vendors in KFS Page ii


Last Updated: 03/28/2016 Working With Vendors in KFS Page iii

Table of Contents

Resources ......................................................................................................... 4

Objectives ......................................................................................................... 5

Vendor Documents ............................................................................................ 6 General – Disbursing Guidelines .................................................................... 6

Searching for a Vendor ...................................................................................... 8 Process .......................................................................................................... 8

Creating a Vendor ........................................................................................... 12 Process ........................................................................................................ 12

Editing a Vendor .............................................................................................. 28 Process ........................................................................................................ 28

Creating a Division for a Vendor ....................................................................... 35 Process ........................................................................................................ 35

Appendix A ...................................................................................................... 42 Common Abbreviations ................................................................................ 42

Appendix B ...................................................................................................... 43 Addresses .................................................................................................... 43

Appendix C ...................................................................................................... 44 Vendor Names ............................................................................................. 44

Notes:.............................................................................................................. 46

Changes to Previous Training Manual .............................................................. 47


Last Updated: 03/28/2016 Working With Vendors in KFS Page 4

Resources The FMO website has a Financial Systems page at http://www.fmo.hawaii.edu/financial_systems/index.html that focuses on specific material related to the systems with the following dedicated tabs Overview, FAQs, Contact Us, Policies and Guidelines, Forms and Training.

Click on http://www.fmo.hawaii.edu/financial_systems/index.html for access to our webpage and then click on the pertinent tab for assistance with your topic of interest. The screenshot below shows the layout of the website. A description of the tabs is provided beneath the screenshot.

Overview: This tab provides you with a brief overview and live links to KFS or eThority. Just click on the respective logo to begin the log in process.

FAQs: This tab provides frequently asked questions by topic.

Contact Us: In the event you need to contact a member of the Kuali Financial Project team you can view their name, area of responsibility, phone number, and a live link to their email address. The Contact Us tab also provides the live link to submit a trouble ticket: Submit a Trouble Ticket.

Policies and Guidelines: You can review the Process Documents for each business process to get a finer level of details related to each topic.

Forms: This tab provides you with links to forms related to KFS access used by UH employees.

Training: The KFS Training Team has developed training manuals and On-Line tutorials for KFS. There are training manuals for each of the sessions as well as On-Line tutorials for each topic within the session(s). If you want to attend in-person training refer to the Training Calendar found on the “Training Calendars & Other Schedules” tab on the FMO Website homepage. Additionally, notification of upcoming training is sent to the KFS-USERS listserv. Register for training by clicking on the registration links provided. There are also Tips of the Week for commonly asked questions.

Each of the Service Areas within the FMO website has similar tabs related to the specific areas. For example, for forms related to payments and reimbursements, go to the Forms tab of the Payment/Reimbursement page.

http://www.fmo.hawaii.edu/financial_systems/index.htmlhttp://www.fmo.hawaii.edu/financial_systems/index.htmlhttp://www.hawaii.edu/kualifinancial/feedbackForm.php



Objectives • Search for a Vendor

• Edit and Create a Vendor

• Create a Division of a Vendor



Vendor Documents

General – Disbursing Guidelines The Vendor eDoc is used to search for Vendors, create new Vendors, or maintain existing Vendors. Vendors have many different attributes that may in some cases determine how and when they may be used.

There are two types of Vendors, Disbursement Voucher (DV) and Refund (RF). In most cases you will choose Disbursement Voucher as the Vendor Type. Refund Type Vendors are established for one-time payments for refunds to UH customers. For example, when a UH event is cancelled, refunds must be given to ticket purchasers. Do not confuse “refund” with “reimbursement”, i.e., if you create a vendor code for a student as Refund Type, KFS will not allow a reimbursement payment to the student on the disbursement voucher. Note: If you have questions contact the Disbursing Office for instructions.

The Vendor e-Doc Description field is required to be completed using the following naming conventions which are dependent on the purpose of the eDoc submission: • New Vendor – FO # - NEW Vendor Name or Last Name

Example: 060-NEW Hawaii Gas or 060-NEW Smith • New Foreign Vendor – FO# -NRA Vendor Name or Last Name

Example: 060-NRA Hawaii Gas or 060-NRA Smith • Edit Vendor – FO # - EDIT Vendor Name or Vendor #

Example: 060- EDIT Hawaii Gas or 060-EDIT 12203-0 • Create Division – FO# -DIV Vendor Name or Vendor #

Example: 060-DIV Hawaii Gas or 060-DIV 12203-0 • Create Refund Vendor – FO # REF Last Name

Example: 060-REF Smith • Edit Refund Vendor – FO# EDIT REF Last Name

Example: 060-EDIT REF Smith



Although the Explanation field is not system required, Disbursing is requiring a further explanation of the description entered; otherwise, the eDoc could get disapproved by Disbursing. For RCUH employees, students, and business entities, vendor numbers are required. To search for RCUH employees and students who have vendor numbers, go to Main Menu > Lookup and Maintenance > Vendor > Vendor. For UH faculty and staff employees, vendor numbers are not required. However, to search for UH faculty and staff employees, open a DV and search on the Payee ID field. UH Faculty and staff employees will not be found if you search using Main Menu > Lookup and Maintenance > Vendor > Vendor.



Searching for a Vendor

Process

Searching for a vendor is very important. Determining whether the Vendor exists in the KFS Vendor database is the first step in creating a Disbursement Voucher (DV) or a Requisition (REQS). The Vendor has to exist and be active in the KFS Vendor database for these eDocs to be completed.

Navigation: Main Menu > Lookup and Maintenance > Vendor > Vendor

Step # Procedure 1. Click the “Vendor” link to open the Vendor Lookup window.



Step # Procedure 2. The vendor search may be based on several criteria, both individually

or simultaneously. In this example, you will search for a vendor using the Vendor Name field.

Click in the “Vendor Name” field.

3. Enter “Kinkos*” into the Vendor Name field.

Be sure to use the wildcard (* or %) when searching for Vendors to be sure you are performing a thorough search.

4. Users can also search by Tax Number. This method should be used when creating a new vendor. If the tax number is already assigned the user receives an error message, "This tax number has already been assigned to an existing vendor.”

If you do find a vendor record(s) with the same tax number, verify the name and address:

a. If the name and address on your new vendor's W-9 or WH-1 is identical to the name and address of the KFS vendor record, use the KFS vendor record.

b. If the name of your new vendor is identical to the KFS vendor record but only the address is different, perform an Edit to the KFS vendor record and Add the new address.

c. If the name and the address of your new vendor are different



from the KFS vendor record, find the "parent" vendor code and click on “create division” in the Actions column. On the online form, complete as you normally would in addition to entering the new name and address, attach the W-9 or WH-1 or supporting documentation, and click “submit”.

5. Click the “search” button.



Step # Procedure 6. Your search results appear at the bottom of the screen.

Note: Users will be able to look up vendors who exist in the database; however, certain information on the vendor record (i.e., notes and attachments) will not be available. Per security policy, SSN and tax numbers are viewable only by Central Office staff and for all others masked except for the last four digits. A modification was recently implemented to display a Vendor’s remit address in the Vendor Lookup screen. For multiple remit addresses, all of a Vendor’s active remit addresses are displayed and the addresses include the vendor’s street, city, state, and country.

7. You have just completed the tutorial on Searching for a Vendor. End of Procedure



Creating a Vendor Process In this tutorial you will learn how to Create a Vendor record in KFS. This process does not actually create the vendor, but requests that the vendor be created. The approval of the new Vendor eDoc by the Disbursing Office officially “creates” the new vendor. The vendor cannot be used until the vendor has been officially created (eDoc approved).


Step # Procedure 8. Click the “Vendor” link.



Step # Procedure 9. Once you have searched for a vendor and verified they are not in the

system, a new vendor will need to be created.

Click the “create new” button.

Step # Procedure 10. Click in the “*Description” field on the Document Overview tab.

Note: It is UH’s business process to begin the Description with a 3 digit FO Code followed by a short description for the document. The *Description field has a limit of 40 characters. The short description entered here appears in, Standard Reports, Action List, and Document Search.

11. Enter “060-NEW Hawaii Consulting Srvcs” into the *Description field. The following Description field format will help in promptly processing your Vendor eDoc. • New Vendor – FO # - NEW Vendor Name or Last Name

Example: 060-NEW Hawaii Gas or 060-NEW Smith



• New Foreign Vendor – FO# -NRA Vendor Name or Last Name Example: 060-NRA Hawaii Gas or 060-NRA Smith

• Edit Vendor – FO # - EDIT Vendor Name or Vendor # Example: 060- EDIT Hawaii Gas or 060-EDIT 12203-0

• Create Division – FO# -DIV Vendor Name or Vendor # Example: 060-DIV Hawaii Gas or 060-DIV 12203-0

• Create Refund Vendor – FO # REF Last Name Example: 060-REF Smith

• Edit Refund Vendor – FO# EDIT REF Last Name Example: 060-EDIT REF Smith

Note: Refer to General -Disbursing Guidelines, page 6 and Appendix A and C for additional information.

12. Click in the “Explanation” field.

Note: Although it is not a system required field, you may enter a further explanation of the vendor request.

13. Enter “Adding a new vendor for KFS training” in the Explanation field.

14. The Organization Document Number field is Optional and used for departmental reference.

15. Click the “hide” button on the Document Overview tab.



Step # Procedure 16. On the Vendor tab, the Vendor # field is for display only and will be

assigned when the eDoc is approved.

17. Click in the “Vendor Name” field.

Note: Refer to the Appendices in this manual for Vendor naming conventions. There is also a Tip of the Week on the Financial Management Office (FMO) Website at: http://www.fmo.hawaii.edu/financial_systems/docs/Tip_of_the_Week_Vendor_Naming_Conventions.pdf

18. The Vendor Name field is used for companies and the vendor First Name and Last Name fields are used for individuals.

Enter “HAWAII CONSULTING SRVCS” into the Vendor Name field. Use uppercase but if you forget, KFS will automatically change all lowercase text to uppercase.

19. Click the “drop-down arrow” on the Vendor Type field.

20. In most cases you will choose Disbursement Voucher as the Vendor Type. Refund Type Vendors are established for one-time payments for refunds to UH customers. Refer to General Disbursing Guidelines on page 6. Click the “Disbursement Voucher” option from the drop-down menu. Note: If you have questions contact the Disbursing Office for instructions.

http://www.fmo.hawaii.edu/financial_systems/docs/Tip_of_the_Week_Vendor_Naming_Conventions.pdfhttp://www.fmo.hawaii.edu/financial_systems/docs/Tip_of_the_Week_Vendor_Naming_Conventions.pdf



Step # Procedure 21. If this was a foreign vendor, you would select Yes in the Foreign

Vendor drop-down menu. In this example, this is not a foreign vendor therefore you will not change the default choice.

22. The Tax Number field is a required field. Vendors will be required to have a W-9 to certify their taxpayer identification number (TIN) before they are approved for use. Campus personnel will be required to attach the W-9 form for vendors and WH-1 for individuals before submitting the eDoc. The appropriate form should be attached to certify tax numbers: for US entities IRS Form W-9, Request for Taxpayer Identification Number and Certification; and for US and nonresident aliens (NRAs) individuals, WH-1, Statement of Citizenship and Federal Tax Status. However, if you are creating a Refund Type Vendor the tax forms and tax numbers are not required.

Enter a 9 digit tax number like “412362517” into the Tax Number field.

23. The TIN Name field is normally used by sole proprietors. This should be the business or person’s name from the IRS W-9 tax form. Leave this field blank unless the vendor entered a name in the IRS Form W-9, Box #2, "Business Name/disregarded Entity Name, If Different from Above". Normally, sole proprietors and DBAs (Doing Business As) will complete this Box. For this example, you will keep the TIN Name field blank



Step # Procedure 24. The Tax Number Type field is required for U.S. vendors.

The Tax Number Type describes what type of number you entered in the Tax Number field. For example, Social Security Number (SSN) or Federal Employer Identification Number (FEIN).

For this exercise, select the “FEIN” radio button.

25. Click the “drop-down arrow” for the Ownership Type field.

26. The Ownership Type can be found on the tax document (i.e., IRS W-9 submitted and certified by the vendor). Click the “S-CORPORATION” option from the menu.

27. The W9 Received field is used to signify that you have received the IRS W-9 form for the Vendor.

If a W-9 is available, select “YES”, and attach the W-9, when appropriate to do so. If not, leave blank.

28. The W-8BEN Received field is used for certain types of foreign vendors that may be required to have a W-8BEN on file before they are approved for use.

If a W-8BEN is available, select “YES”, and attach the W-8BEN, when appropriate to do so. If not, leave blank.



Step # Procedure 29. In the Detail Information section of the Vendor tab, verify the Active

Indicator box is checked. This is a mandatory field.

30. Click the “hide” button on the Vendor tab.

HAWAII CONSULTING SRVCS



Step # Procedure 31. There are two types of addresses types. Purchase Order for mailing

purchase orders and Remit for remittance of payments. However, Disbursing recommends selecting Address Type “Remit” for all vendor requests since they can be used on the Requisition (REQ), Purchase Order (PO), and Payment Request (PREQ) eDocs. The “Purchase Order” address can only be used on the REQ, so it is not as flexible as the Remit address.

Purchase Order addresses may be added if a different address is used for ordering. The Remit address is the default address when creating a REQ, however, if a Purchase Order address has been added, the Purchase Order address can be selected. Also, if a Purchase Order address was not added at the time the vendor was created, you can manually override the Remit address on the REQ/PO eDoc and enter the desired order address in place of the Remit address.

Note: DV vendors must have at least one Remit address on file.

Click the “drop-down menu” for the Address Type field.

32. Select the “REMIT” option from the Address Type list.



Step # Procedure 33. Click in the “Address 1:” field and enter “222 OCEAN WAY” into the

Address 1 field. Note: Order and remittance addresses are entered into KFS as UPPERCASE. Two (2) address lines are available, each limited to 40 characters. Common words are abbreviated rather than words crucial to recognizing the official order and remittance addresses even if the full vendor address is within the 40 character limitation. Refer to Step# 18 page 15 for additional details.

34. Click in the “City” field and enter “HONOLULU” into the City field.

35. Click in the “State” field and enter “HI” into the State field. Note: You may use the lookup magnifying glass to select the State.

36. Click in the “Postal Code” field and enter “96822” into the Postal Code field Note: The 9-digit postal codes will be used whenever available. Also, if you receive an error message "Postal Code Not Found", submit a trouble ticket with postal code, city, and state so it may be added to KFS.

37. The Province field is normally used with foreign addresses. Since this example is a US address, leave this field blank.

38. Select the “drop-down arrow” in the Country field and select the “UNITED STATES” option from the menu.



Step # Procedure

39. Every vendor must have one default remit address on file.

40. Click the “drop-down arrow” from the Set as Default Address field.

41. Select the “Yes” option.

42. The Active Indicator box must be checked since each vendor needs an active address on file.

IMPORANT: If you do not have the Active Indicator box checked and try to submit this request, you will receive an error message.

43. Click the “add” button to save this address



Step # Procedure

44. After you click the add button, the New Default Address box will open at the bottom of the address window. Please DO NOT USE the Set as campus default for field. LEAVE THIS FIELD BLANK.

45. Click the “hide” button on the Address tab.



Step # Procedure

46. The NRA Extended Attributes tab is maintained by Disbursing. Please DO NOT enter any information in this tab.

Note: NRA values will be defaulted on the Payment Request and Disbursement Voucher’s NRA Extended Attribute tab.

Click the “hide” button on the NRA Extended Attributes tab.

47. Click the “show” button on the Contact tab.

Step # Procedure 48. The Contact tab collects contact information for a vendor and is an

optional tab. The Disbursing Office will not use this tab; however, users may want to enter information for vendors they work with. Click the “hide” button on the Contact tab.



Step # Procedure 49. The next three tabs will not be used initially by UH. These tabs are:

Supplier Diversity, Shipping Special Conditions and Vendor Commodity Codes.

The Search Alias tab is being used and will be maintained by Disbursing Office

50. Click the “show” button on the Vendor Phone Number tab. The Disbursing Office will not use this tab; however, users may want to enter the vendor’s contact information.

Step # Procedure 51. Click the “hide” button on the Vendor Phone Number tab.

52. The next two tabs will not be used initially by UH. The tabs are: Customer Number and Contracts.



Step # Procedure 53. The Notes and Attachments tab allows users to enter any relevant

notes or attachments to this document.

IMPORTANT: W-9, WH-1, and any other supporting documentation must be attached to the eDoc before submitting. If the eDoc goes to the Disbursing Office without the proper supporting documentation, the eDoc will be disapproved. For NRA Vendors all hard copies of supporting docs must be sent to Disbursing.

CAUTION: When creating a Vendor DO NOT save the eDoc before attaching any supporting documents or adding any notes. If you do, KFS will "erase" your notes / attachments. If you accidently saved the eDoc prior to attaching any support documents when creating a vendor, you will need to save your most recent changes to the eDoc prior to attaching the files and then close the document. You will then need to click on the “action list” button to find the saved document in your Action List. Once the document is re-opened you can then attach the files.

Enter “W-9” into the Note Text field.

Note: You would also add the W-9 as an attachment, but this step will be skipped in the training class.

54. If you forget to click “add” on the Notes and Attachment tab, your notes or attachments will not be added to your eDoc.



Click the “add” button on the Notes and Attachments tab. Note: The Vendor eDoc Notes and Attachments tab works differently than the other documents. Once you add the note and/or attachment, the new note and/or attachment will not be viewable due to security concerns. However, the tab's count will incrementally increase as you add note or attachments, i.e., "(2)" signifies there is 1 note or attachment, "(3)" indicates there are 2 note and/or attachments, "(4)" indicates there are 3 notes and/or attachments, etc.

55. Click the “hide” button on the Notes and Attachments tab.

56. Click the “show” button on the Route Log tab.

Step # Procedure 57. The Route Log tab allows you to see where your eDoc is within the

routing process and who needs to take further action on the document. The Vendor Maintenance eDoc will be routed directly to the Disbursing Office for approval. As the initiator you will receive an FYI notification in your action list when the vendor eDoc is final and the vendor number is created.

New Vendor Detail 060-HAWAII CONSULTING SRVCS



Step # Procedure 58. Click the “hide” button on the Route Log tab.

59. Once you have completed all of the required fields you may now submit your eDoc.

Click the “submit” button.

60. If you submitted your eDoc correctly, you will see a message at the top of the page, “Document was successfully submitted.”

Note: If there are errors on the document it will not submit successfully. You will receive a message in red text of the issues with the document. You will need to make the changes and then click the submit button at the bottom of the page until you receive the success message.

61. You have successfully completed the tutorial on Creating a Vendor in KFS.

End Of Procedure



Editing a Vendor Process In this tutorial you will learn how to Edit a Vendor record in KFS. This process does not actually edit the vendor, but requests that the vendor be edited. The approval of the Vendor eDoc by Disbursing Office officially “edits” the Vendor. The Vendor edits will not be in effect until the Vendor eDoc has been officially approved.



63. The vendor search may be based on several criteria, both individually or simultaneously. In this example, you will search for a vendor using the Vendor Name field.

Click in the “Vendor Name” field.



Step # Procedure 64. Enter “Marine*” into the Vendor Name field.


66. In the search results click the “edit” link for the Vendor that requires an update / change.

Click the “edit” link for the Marine Propellers Hawaii row to edit the address, for this example.




Refer to Step #11, page 13 for additional details on this field

68. Enter “060- EDIT12766-0” into the *Description field. Refer to Step #12, pages 13-14 for Disbursing guidelines on data entry into this field which will help promptly process your Vendor eDoc.


Note: Although it is not a system required field, you may enter a further explanation of the vendor edit.

70. Enter “Add new address for Marine Propellers Hawaii from updated W-9” in the Explanation field.



73. On the Address tab, there is a New Address section and an Address section. The New Address section is used to add a new address to the current Vendor record. The Address section contains an Old column that displays the current address for the Vendor record, and a New column that is used mainly by Disbursing to make edits to the current address for the Vendor record. Do not edit the current address.

Note: There may be multiple addresses for the Vendor record. Be sure you are adding the correct address and Address Type for the Vendor record



Step # Procedure 74. For this example, in the New Address section enter the new address

information to the appropriate fields.

75. Click the “drop-down arrow” from the Set as Default Address field and select the “Yes” option.

76. Click the “add” button to save this address to the eDoc.



Step # Procedure 77. Since there should only be one default address for an address type,

you’ll need to go to the old address and set its default address flag to “No”. In the Address section under the New column heading, click the “drop-down arrow” from the Set as Default Address field and select the “No” option.

78. Note: Do not enter data to the New Default Address section, i.e., leave blank.

79. Note: Any of the other tabs on the Vendor eDoc can be edited for the Vendor record, where applicable.



Step # Procedure 80. On the Notes and Attachments tab enter any relevant notes or

attachments to this document. IMPORTANT: W-9, WH-1, and any other supporting documentation must be attached to the eDoc before submitting. If the eDoc goes to the Disbursing Office without the proper supporting documentation, the eDoc will be disapproved. For NRA Vendors all hard copies of supporting docs must be sent to Disbursing. CAUTION: When creating a Vendor DO NOT save the document before attaching any supporting documents or adding any notes. Refer to Step #54, page 25 for additional information. Enter “W-9” into the Note Text field.

81. Click the “add” button on the Notes and Attachments tab. . Refer to Step #55, page 25-26 for additional information. Click the “hide” button on the Notes and Attachments tab.

82. Click the “save” button at the bottom of the window. Note: If you saved your eDoc correctly, you will see a message at the top of the page, “Document was successfully saved.”




Step # Procedure 84. The Route Log tab allows you to see where your eDoc is within the

routing process and who needs to take further action on the document.

Refer to Step #58 page 26 for additional information. Click the “hide” button on the Route Log tab.


Refer to Step #61 page 27 for additional information. Click the “submit” button.

86. You have successfully completed the tutorial on Editing a Vendor in KFS.

End Of Procedure



Creating a Division for a Vendor Process In this tutorial you will learn how to Create a Division for a Vendor record in KFS. This process does not actually create the division, but requests that the division be created. The approval of the Vendor eDoc by the Disbursing Office officially creates the division. The division will not be able to be used in another eDoc until the Vendor eDoc has been officially approved. A Division is a Vendor record (child) that has a relationship with another Vendor record (parent) already established in KFS. This relationship is found when both Vendors’ name and address (in most cases) are different but share the same tax number. Navigation: Main Menu > Lookup and Maintenance > Vendor > Vendor




Step # Procedure 88. The vendor search may be based on several criteria, both individually

or simultaneously. In this example, you will search for a vendor using the Tax Number field.

Click in the “Tax Number” field.

89. Enter a valid Tax Number into the Tax Number field.


91. In the search results you will find a Vendor row displays for Hawaii Wildlife Fund. For this example we will create a division of this parent Vendor.

Click the “create division” link for the Hawaii Wildlife Fund row, for this example.




Refer to Step #11, page 13 for additional details on this field

93. Enter “060- DIV Hawaii Wildlife Fund” into the *Description field. Refer to Step #12, pages 13-14 for Disbursing guidelines on data entry into this field which will help promptly process your Vendor eDoc.


Note: Although it is not a system required field, you may enter a further explanation of the vendor edit.

95. Enter “Creating a Division of Aquarium to the Parent Vendor Hawaii Wildlife Fund from updated W-9” in the Explanation field.





Step # Procedure 98. On the Vendor tab, the Vendor Parent Indicator field defaults to No,

since the Hawaii Wildlife Fund is the Parent Vendor in this example.

Enter either the Vendor Name OR the Vendor Last Name and Vendor First Name depending on the Vendor division that is being added.

For this example, click in the “Vendor Name” field.

99. For this example, enter “AQUARIUM” in the Vendor Name field.

100. Note: The Corporate Information will remain the same as it is “sharing” the tax number and associating information from the Parent Vendor.

101. In the Detail Information section, verify the Active Indicator checkbox is checked (this is the default).

102. Click the “hide” button on the Vendor tab.



Step # Procedure 103. On the Address tab, enter the address(es) for the division following

the same procedures that were used when creating a new vendor.

104. Note: Any of the other tabs on the Vendor eDoc can be used for the new division record, where applicable.



Step # Procedure 105. On the Notes and Attachments tab enter any relevant notes or

attachments to this document. For this example enter “W-9” into the Note Text field. IMPORTANT: W-9, WH-1, and any other supporting documentation must be attached to the eDoc before submitting. If the eDoc goes to the Disbursing Office without the proper supporting documentation, the eDoc will be disapproved. For NRA Vendors all hard copies of supporting docs must be sent to Disbursing. CAUTION: When creating a Vendor DO NOT save the document before attaching any supporting documents or adding any notes Refer to Step #54, page 25 for additional information. Enter “W-9” into the Note Text field..

106. Click the “add” button on the Notes and Attachments tab. Refer to Step #55, page 25-26 for additional information.

107. Click the “hide” button on the Notes and Attachments tab.



Step # Procedure 108. Click the “save” button at the bottom of the window.


110. The Route Log tab allows you to see where your eDoc is within the routing process and who needs to take further action on the document. Refer to Step #58 page 26 for additional information. Click the “hide” button on the Route Log tab.


Refer to Step #61 page 27 for additional information Click the “submit” button.

112. You have successfully completed the tutorial on Creating a Division for a Vendor in KFS.

End Of Procedure



Appendix A Common Abbreviations These abbreviations are used when creating vendors, whether or not the entire name or address line exceeds the 45 character/space limitation.

Name Address american – AM and - AND associates – ASSOC association – ASSN building – BLDG center/centers - CTR committee – COMM company - CO corporation – CORP council – COUN department – DEPT division – DIV incorporated – INC institute – INST institution – INSTN international – INTL journal – JRNL laboratory/laboratories – LAB limited – LTD manufacturing – MFG national – NATL service/services – SRVC society – SOC United States – US university - UNIV

apartment - APT attention – ATTN avenue – AVE boulevard – BLVD building – BLDG center – CTR circle - CIR court – CT department – DEPT drive – DR floor – FLR highway - HWY in care of – C/O lane – LN loop – LP number - # or NO parkway – PKWY place – PL post office box – PO Box road –RD room – RM route – RTE rural route – RR station – STN street – ST suite - STE



Appendix B Addresses Order and remittance addresses are established according to order forms, invoices, or other documentation and are entered into KFS as UPPERCASE. Two (2) address lines are available, each limited to 45 characters/spaces. Common words are abbreviated rather than words crucial to recognizing the official order and remittance addresses. In addition commas, apostrophes, and periods are not used in the address field. Note: Common words are uniformly abbreviated even if the full vendor address is within the 45 character/space limitation.

Please refer to the following list of standard practices when entering vendor addresses:

A. Commas, apostrophes, and periods are not used in the address field. Address is: Reflected in KFS Vendor File as: P.O. Box 398 PO BOX 398

B. The Post Office reads an address from bottom to top. Therefore, the lower lines will include the most important address information (i.e., PO Box, street address). Attention, in care of, suite number, room number, apartment number, doing business as (DBA), and other designations (schools, departments) will be reflected on the top address line.

Address is: Reflected in KFS Vendor File as: Attention: Lisa Smith P.O. Box 398

ATTN LISA SMITH PO BOX 398

C. City, state, country, and zip codes are separate fields. a. Standard two-letter state abbreviations are used. b. Standard two-letter foreign country abbreviations are used. c. For US, 9-digit postal codes will be used whenever available; otherwise 5-

digit postal codes will be used Address is: Reflected in KFS Vendor File as: Hawaii HI

Canada CA

98619 98619 96819-3069



Appendix C Vendor Names Vendor/Payee names are established according to order forms, invoices, or other documentation and are entered into KFS as UPPERCASE. Vendor name is limited to 45 characters/spaces. Common words are abbreviated rather than words crucial to recognizing the official business name. Note: Common words are uniformly abbreviated even if the full vendor name is within the 45 character/space limitation.

Please refer to the following list of standard practices when entering vendor names:

A. If a vendor name begins with “a”, “an”, or “the”, these words are omitted. Vendor Name is: Reflected in KFS Vendor File as: The Durham Print Shop DURHAM PRINT SHOP

B. If “a”, “an”, or “the” are within a name that exceeds 45 characters/spaces these words are omitted.

Vendor Name is: Reflected in KFS Vendor File as: American Association of the Lab Animal Science AM ASSN OF LAB ANIMAL SCIENCE

C. Commas, apostrophes, periods, and slashes are not used in the name field. Vendor Name is: Reflected in KFS Vendor File as: AL’s Carpet Center ALS CARPET CENTER

A/1 Lock and Key Service A1 LOCK AND KEY SRVC

D. Hyphenated names are entered as two units. A space is used in place of the hyphen. Vendor Name is: Reflected in KFS Vendor File as: Mary Case-Brown MARY CASE BROWN

Liliha X-Ray Service LILIHA X RAY SRVC

E. Signs are used if it is accepted as part of the vendor’s name. Vendor Name is: Reflected in KFS Vendor File as: @ @ ONCE

+ A + WELDING

# R & R #2

.com CLICKSMART.COM

F. Ampersand “&” is used in place of “and”. Vendor Name is: Reflected in KFS Vendor File as: American Telephone and Telegraph AT & T



G. Initials of the vendor are established if directed by the vendor’s remittance invoice.

Spaces are not used to separate initials. Vendor Name is: Reflected in KFS Vendor File as: W Grainger WW GRAINGER

H. Vendor acronym name will be spelled out in the Vendor Table if available. Exception: Acronyms are added to the vendor file when the vendor is only using its acronym name and does not indicate what the acronym represents.

Vendor Name is: Reflected in KFS Vendor File as: ASCE AM SOC OF CIVIL ENGINEERS

ISCH ISCH

I. Prefixes are included as part of the last name with no space separation. Vendor Name is: Reflected in KFS Vendor File as: Michael Van Sickle MICHAEL VANSICKLE

Paul Mc Adams PAUL MCADAMS

Mary O’Hara MARY OHARA

J. Mr., Mrs., Ms., Miss, Dr., or professional credentials are not reflected. Exception: Professional credentials are used if it is part of the corporate name.

Vendor Name is: Reflected in KFS Vendor File as: Mrs. Jane Long JANE LONG

Dr. Ryan Iwamoto RYAN IWANOTO

Maryann Ishikane R N MARYANN ISHIKANE

Frank A. Farren M. D. Inc FRANK A FARREN MD INC

K. An Alias name may be established when a vendor is recognized under more than one name. Alias names may also be established if a vendor name is extremely long and the abbreviated version appears difficult to recognize (need to abbreviate words not normally abbreviate). The alias name will be reflected using the list of common word abbreviations, then truncated at the 45 character limit. Note: Disbursing will enter the Alias Names field in the Vendor eDoc.

Vendor Name is: Reflected in KFS Vendor File as: Reflected in Vendor Alias File as: President Theodore Roosevelt High School

PRES THEODORE ROOSEVELT HI SCH

ROOSEVELT PRESIDENT THEODORE

National Federation of Community Broadcasters

NATL FED OF COMMU BRDCSTR NATL FEDERATION OF COMMUNITY BROADCASTERS



Notes:



Changes to Previous Training Manual Version Date Section/page Initials Description

3.04 03/28/16 Resources p 4 tv, lr Replaced Training Section

3.03 11/24/15 Pages 9,11,13,29,36

lr Re: Replaced screenshots for Vendor Remit Address

3.03 11/24/15 Step 4, pg 9 lr Deleted Step 4 that included reference to FMIS 3.03 11/24/15 Step 6, pg 11 lr Added: A modification … and Active Indicator. 3.03 01/14/16 Step 23, pg 16 lr ay ak Added: Leave this field blank … will complete this Box.

ResourcesObjectivesVendor DocumentsGeneral – Disbursing Guidelines

Searching for a VendorProcess

Creating a VendorProcess

Editing a VendorProcess

Creating a Division for a VendorProcess

Appendix ACommon Abbreviations

Appendix BAddresses

Appendix CVendor Names

Notes:Changes to Previous Training Manual