Web Vendor - FinanceWeb Vendor Purpose: The web vendor system is an electronic solution for departments to update and add a vendor’s contact information to the Disbursement Services

Revision Date: May 22, 2014

MATERIAL & DISBURSEMENT SERVICES, DISBURSEMENT SERVICES

Web Vendor

Purpose: The web vendor system is an electronic solution for departments to update and add a vendor’s contact information to the Disbursement Services vendor database. This system is used in conjunction with Online Check Request, Web Travel, and InDEPTh.

Material & Disbursement Services Training for Web Vendor Create

Revision Date: May 22, 2014 Return to Table of Contents Page 2 of 32

Security Access Requirements:

Creator: FACS ID

Approver: Creator Access and Inclusion in FRED Route

Prerequisites: None

Find Help: For Training: [email protected]

For Operational Assistance: Vendor Coordinator, [email protected] or 919-843-5049

For Technical Assistance: 919-962-HELP

mailto:[email protected]�mailto:[email protected]�



Table of Contents I. Interactive Process Flow Chart 4

II. Getting Started 5-6

III. Add an Employee to the Vendor Database 6-9

IV. Add a Vendor to the Vendor Database 10-15

V. Add a Non-Resident Alien to the Vendor Database 16-19

VI. Add an Individual as a Temporary Vendor 19-22

VII. Update a Vendor’s Address 22-25

VIII. Update an Employee’s Banking Information 25-28

IX. Acceptable Supporting Documentation - Not Currently Available

X. Submitting Supporting Documentation 29-31

XI. Document History Inquiry 32

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I

The Web Vendor Create system has been designed to be user directed based on a sequential set of conditional questions. Due to the complexity of the system, step-by-step instructions for frequently used scenarios are detailed in this training. Prior to beginning please take a moment to participate in the below interactive flow chart.

I. Interactive Process Flow Chart



Prior to starting your first Web Vendor, contact your department’s FRED administrator to ensure that a vendor route has been established in the Flexible Routing of Electronic Documents (FRED) system.

1. Login to Finance Central 2. In the left hand main menu click “Inbox”

3. Once in your inbox, click the start tab located just under the banner.

II. Getting Started



4. Select “Web Vendor Request” from the dropdown 5. Click

1. Process the steps listed in Getting Started 2. Question One

a. Select the radio button corresponding to yes b. Click

3. Question Two a. Select the radio button corresponding to PID/TIN b. Click

III. Add an employee to the Vendor Database



4. Question Three

a. Enter the employee’s nine digit PID with no spaces b. Click

5. Click



6. Complete all required and known fields, click

Adding an address of an individual with a PID does not require the submission of documentation.

7. Click



When your status has changed and reflects “submitted for departmental approval” the document has proceeded to the next stop on the FRED route.



1. Process the steps listed in Getting Started 2. Question One

a. Select the radio button corresponding to yes

b. Click

If you know the company’s TIN number, this is the best search method. Many companies include this information on the invoice.

For this scenario we will first search by vendor name.

3. Question Two a. Select the radio button corresponding to vendor name

b. Click

IV. Add a vendor to the Vendor Database



For this scenario we will add a corporate vendor, if you were creating a sole proprietor doing business as (DBA) you would answer the opposite to this question.

4. Question Three a. Select the radio button corresponding to yes

b. Click

5. Enter the business name, click

The system has confirmed that an entry for RMJ Consulting does not exist. We will therefore need to obtain the company’s W9.



6. Click



7. Repeat Step Two 8. Select the radio button corresponding with PID/TIN, Click

9. Enter the vendor’s nine digit TIN with no spaces or dashes, Click

10. Question Four a. Select the radio button corresponding to no

b. Click



11. Complete all required(*) and known fields

The University’s preferred payment method is electronic funds transfer (EFT). However, the option is available to pay by check if the vendor will not provide banking information.

12. Click 13. Determine whether the remit to address is the same as the order

from address. Click the appropriate button.



14. Submit supporting documentation either by uploading or faxing documentation. To add a new vendor to the system with EFT information, provide:

a. Copy of the vendor’s W9 (may be found on the vendor’s public website)

b. Request for ACH Remittance Form

15. Once the documents have been received by the system, will appear. Click


http://www.unc.edu/finance/fd/md/vendor_eft_letter.pdf�



Used primarily when setting up a student payee for scholarship payments, fellowship payments, stipends, or training grants. Also used to pay non-citizen independent contractors.

1. Complete steps under Getting Started 2. Question One

a. Select the radio button corresponding to no

b. Click

3. Question Two a. Select the radio button corresponding to yes

b. Click

V. Add a Non-Resident Alien to the Vendor Database



4. Question Three a. Enter the payee’s first and last name b. Click

5. The notification confirms that the vendor is not already setup in the

Vendor Database. Click to search the Campus Directory.

6. The notification confirms that the vendor is not listed in the Campus Directory (for a student this should not be the case). Click



7. Complete all required (*) and known fields, Click

8. Submit either by upload or fax, supporting documentation. For this scenario: a copy of the payee’s VISA or other identifying papers.



9. After the document has been received by the system, will appear. Click


This workflow is used most often when doing one time refunds (i.e. seminar refunds).

1. Complete steps from Getting Started 2. Question One:

a. Select the radio button corresponding to no

b. Click

VI. Add an individual as a Temporary Vendor



3. Question Two: a. Select the radio button corresponding to no

b. Click

4. Question Three: a. Select the radio button corresponding to I agree

b. Click

5. Complete all required (*) and known fields



6. Click 7. Complete steps in Submitting Supporting Documentation

1. Complete steps from Getting Started 2. Question One:


b. Click

VII. Update a vendor’s address



For this scenario we will first search by vendor name.

3. Question Two: a. Select the radio button corresponding to vendor name

b. Click

For this scenario, we will update an address for a corporate vendor.

4. Question Three: a. Select the radio button corresponding to yes

b. Click



5. Enter the business name, Click

6. Click the correct vendor from the results list

7. Scroll down the webpage to the address you wish to update, Click the on the corresponding address line.



8. Make adjustments in the editable fields, Click

9. Upload or fax a copy of the invoice or other documentation that reflects the need for information correction.

10. When the system receives the supporting documentation, will appear on the page. Click




Updates to payroll’s record of direct deposit does flow to the vendor database on a weekly basis. Do not complete this step unless the employee wishes to have Disbursement Service payments go to a different account than his/her payroll check.

1. Complete the steps in Getting Started 2. Question One:


b. Click

3. Question Two: a. Select the radio button corresponding to PID/TIN

VIII. Update an Employee’s banking information



b. Click

4. Enter the employee’s nine digit PID with no spaces or dashes, Click

5. Click the next to the personal address line of the individual.



6. If you are only updating banking information, Click

7. Complete all fields, Click



8. Upload or fax the Electronic Payment Authorization – for Individuals as supporting documentation.

9. When the document has been received by the system, will appear. Click


http://www.unc.edu/finance/busman/apy/apyapp1.pdf�



Submission can either be direct upload from your personal computer or faxed.

1. Click the dropdown box and select the appropriate type, either “W9” or “Other Documentation.

To upload from your personal computer:

2. Click 3. Navigate to your file and click open.

4.

X. Submitting Supporting Documentation



5. Click

A new upload window will open, when the new window displays text of “200K OK” the document has been received by the system.

To fax in supporting documentation:

2. Click

3. Print the barcode sheet

200K



4. Fax the barcode and supporting documentation to the number listed on the barcode sheet.

The barcode sheet must be the first page faxed, do not use any other cover sheets



To access the history log for any given Vendor Create, open the Vendor Create document and click the “History” tab in the header.

Work in Progress Document is still being prepared by creator

Address Successfully Saved The change you made was saved

Submitted for Departmental Approval Creator has finished creating the

document and has submitted to the next approver

In Departmental Approval Waiting for next approver on FRED route

In Vendor Coordinator Approval Disbursement Services has received your request and will review

XI. Document History Inquiry