Prepared by CMSD Office of the Chief Financial Officer - September, 2009 1 OnBase Vendor Management: New Vendor Request Processing

Prepared by CMSD Office of the Chief Financial Officer - September, 2009

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OnBase

Vendor Management:New Vendor Request Processing


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To begin, log on to Internet Explorer.Log in to the OnBase Test site at:http://srlc9onb02/AppNet/Login.aspx

Log in Page – use your FMS username and your OnBase password.

The first time you log on, your password is “password”. The system will prompt you to change your password after your first sign on.

Be sure HTML is checked, not the Active X Log in.


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Log In Screen


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PASSWORD

You will receive the change password prompt screen. Enter ‘password’ in the current password field and create your new password in the ‘new password’ and ‘verify password’ fields.

When the password has been changed, you will receive the password successfully changed dialogue box. Click on the O.K. button.


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Create a New Vendor Request:

To create a new vendor request, click Document Retrieval>New Form. From the Forms listing that is displayed, select ‘VM-EForm New Vendor Request’.


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The new vendor request form will load (see blank form image on next page). Complete the appropriate fields based on vendor information.


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There are three main procedures involved in the vendor management request process:

1. Requesting a new vendor when you have the W-9 completed form in hand. The W-9 required box is left blank and the Tax ID information must be included.

a. In this case, you will complete the form with all information that is available, including: vendor name, complete address, any phone numbers, Tax ID number, and any remittance information.


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b. The W-9 form must be forwarded to Purchasing so they can complete the vendor request process. They will scan this form into OnBase and link it to the vendor request form for future review.

c. When you are satisfied that your form is complete and accurate, you can submit it by pressing the submit button. You will receive the message screen below.


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d. This form will then be routed to the Purchasing approval queue where it will be reviewed and any further processing is completed.

e. A validation of the vendor is complete at this time. The system checks on the internet and does a match on the vendor name and address.

f. When your request has been approved, it will be assigned a new vendor number and will be entered into the FMS vendor file.

g. The user will be notified when complete via an OnBase mail message.


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2. Requesting a new vendor without a

W-9 form.

a.Enter the information known about the new vendor. The name and address it is doing business as

must be entered. Enter all information available about this new vendor, including any phone numbers.


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b. Submit this form when complete. You will get the message screen below:

c. The form will then get routed to the Purchasing approval queue where a validation of the vendor is completed. The system checks on the internet for a match of the vendor name and address.


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d. The W-9 form and a letter to the vendor will be printed out and mailed to the vendor. At this time, the system assigns a new vendor number. The vendor request waits until the completed W-9 form is received for future processing.

e. Upon the return of the completed signed form, Purchasing will scan it in and link it to your request.

f. When this is complete, the system will add the assigned new vendor number to the FMS vendor file.

g. The initiator of this request will be notified via an OnBase mail message when complete (see the following image.)


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3. TYPO – This type of request updates an existing FMS vendor.

a. When filling in this form, the vendor number must be entered exactly as it is in FMS and any changes necessary.

b. Each field that is entered will be changed in the FMS vendor file. You only have to enter the data in the field that you want to be changed. In the following instance, the name change is requested.


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c. Remittance fields can be added but cannot be removed using this process. Any remit fields that you need eliminated must be requested through Purchasing.

d. A new vendor number is not issued for a TYPO vendor.

e. This form is submitted and then routed to Purchasing for review and approval. If it is approved, the system will update the FMS vendor file.

Copies of the vendor letter and the system filled in W-9 Form follow:


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FIELDS:Requestor – This field will be populated by the system as

the user who is logged in and who initiated the form.

Department – Enter the name of your department.

Phone – Enter your work phone number. This is the contact of the user who is making the request. It will be utilized in case Purchasing has additional questions.

Vendor Number – This field is only filled in when the user is requesting a change to an already existing FMS vendor. This is called a TYPO change.


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TYPO – This box is checked when a change is requested to an already existing FMS vendor. The FMS vendor number must be entered. Any field that is to be changed must be entered on the form. This data, and only this data, will be used to update the existing FMS vendor. If there is remit information that needs to be eliminated, this cannot be done in this process; a request to Purchasing must be completed via phone or email. This field is left unchecked for a new vendor request. If this TYPO box is left unchecked, the system will attempt to assign a new vendor number.

Tax ID and Type – When a vendor request includes a W-9 Form, the Tax ID field must be filled in with the Tax ID number in order to link the approved request with the W-9 form. This form will be scanned into OnBase via Purchasing.


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W-9 Required –This field is checked when a W-9 form is not received with the request for a new vendor. The system will know that it needs to print the vendor letter and the W-9 form for further processing and mailing to the vendor. When the W-9 required field is checked, the system knows that one will be scanned in and the Tax ID information is available.

Remit Fields – These fields are filled in if the remittance of the check goes to a different address. These fields are filled in on FMS to be used in the A/P check processing.

FINDING YOUR REQUEST: A custom query has been designed that will enable you to find your request and see where it stands in the process. Following the instructions that follow:


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FILE>OPEN>CUSTOM QUERY


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Select VM-EForm Vendor Request – The HTML query will appear. You can search by the fields listed below. Enter the field requested and press the submit button. All instances of that vendor will appear in a hit list (see sample below):


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The sample listed below is a search for vendor 283447111 – and all instances of this vendor that have been submitted in OnBase.


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Double click on the request that you want to review. The image of your original vendor request will appear.

Documents

Prepared by CMSD Office of the Chief Financial Officer - September, 2009 1 OnBase Vendor Management: New Vendor Request Processing