Vendor Request

A Vendor document is processed when a new vendor (supplier) is needed for a procurement or payment transaction or if an update is needed to an existing vendor (supplier) record.

Where to find vendor request: In KFS, on the left menu, click Jump To and type the word Vendor to access the document.

What you’ll need:

A signed W9 is recommended for a US vendor/person providing a SERVICE or W8BEN (optional for foreign). A W9 should NOT be attached to the Vendor document. Use the W9 Secure Upload Form to upload a Vendor's W9.
For a procurement vendor (supplier), a Business Information Form (BIF) (preferable for tracking purposes, e.g., small business information).
Certificate of Insurance, if vendor (supplier) is performing repairs or providing services on campus (refer to BUS-63 for these and additional insurance requirements).
Also, see the additional Supplier information on the Supply Chain Management website. There are additional considerations (questions to answer) when adding an INDIVIDUAL as a supplier or when adding a supplier that will be providing services or repairs on university property.

Searching for Vendor (Supplier) Record

The first step is to look up the vendor in KFS. Please follow these instructions on how to do it:

	What To Do	How to Do It
A	Access the Vendor Lookup	1. In KFS, on the left menu, click Jump To and type the word Vendor to access the document.
B	Determine if the vendor record already exists	1. Search by each of the following criteria (separately, in this order): a. Tax ID: it’s possible the vendor is listed under a different name from what you have; the system will not allow a duplicate tax ID b. Vendor Name: use the wildcard (*) and use the most unique portion of the name; 2. Make sure to leave the Active Indicator set to “Both”
C	If a result is found, determine if an update is needed	1. Check the Active Indicator column, to make sure it is “Yes” 2. Click on the vendor’s name to view the addresses and determine if the one you need is there (use your browser’s “Find in page” function to easily locate the address in a long list) 3. If you find the address, make sure the Active Indicator for that address is “Yes”
D	If the record needs changing, request an update	1. Click the “edit” link to the left of the vendor’s name, in the search results 2. Proceed to instructions on Editing a Vendor
E	If no result is found, create a vendor request	1. Click the “create new” button in the upper right of the screen (just above the printer icon) 2. Proceed to instructions on Creating a New Vendor

Creating New Vendor (Supplier)

The following instructions are for the basic creation of a vendor (supplier). Additional fields may be used, depending upon the purpose of the vendor (supplier) and the information that you have available.

	Complete These Fields	What to Know
Document Overview Tab
	Description	• This is a required field for all KFS documents • Put a basic description, such as “Adding vendor Acme Construction”
Vendor Tab
	Vendor Type	• The default is PO • Choose the type matching how you plan to use the vendor
	Is this a foreign vendor?	Defaulted to No, so only change if vendor is non-US owned
	Vendor Name OR Vendor First and Vendor Last	• These cannot be used together • Choose the most appropriate: Vendor Name for companies, First and Last for individuals • Enter the name exactly as it appears on the W9 or W8BEN (if available)
	Does this vendor have a presence in California?	If the vendor has an address in California
	Vendor Collects Sales Tax?	If vendor is in California, or you are unsure of the tax status, mark “Yes”
	Tax ID	• Recommended for US vendors providing a SERVICE; enter what is on the W9 • Optional for foreign: enter if it’s included on the W8BEN
	W9 Received OR W9 Not Received Reason OR W8BEN Received	One of these must be completed; a W9 should NOT be attached to your Vendor document.
Address Tab
	Address Type	If using vendor on a purchasing document, must have one that is Purchasing type
	Vendor Address Name	• Does not have to be the same as the Vendor name, if they are doing business under another name (usually specified on second line of W9 if available) • Automatically creates an alias, if different from the main vendor name, that can be used in searches.
	Address Lines	• Minimum for US address: Address 1, City, State, Postal Code; use other fields as needed • Minimum for Foreign: Address 1, City and Country; use other fields as needed • Use official USPS abbreviations and avoid punctuation (e.g., use PO BOX, not P.O. BOX) • ALL CAPS not required, but preferred by USPS
	Vendor Phone Number	Required for each address
	Email Address	Strongly recommended for each address
	Add Button	• Click this in order to add the address to the record • Continue to create as many addresses as needed or known for the vendor – at a minimum, you should have the address(es) with which you will be doing business
Notes and Attachments Tab
	Note Text	A brief note describing what you are attaching. Do NOT attach a W9 to the Vendor document.
	Attached File	Browse for the BIF or insurance file that you have for the vendor
	Attachment Type	Select the appropriate type
	Add Button	• Click to add the note and attachment • Additional notes and attachments can be added

When completed, submit document for routing to the Supplier Services team in Supply Chain Management. You will receive an FYI of the document, in your KFS Action List, when the vendor (supplier) record has been added.

Editing an Existing Vendor (Supplier)

The following instructions are for adding a new address to a vendor (supplier). Other updates can be made to the vendor record, based upon the purpose of the update and the information that you have available such as reactivating an existing vendor (supplier) record.

Please note, the following are NOT reasons to add a new address, if all other information for the address matches an existing address:

Adding a Customer Number or Attention line – there are separate fields for these on the KFS Requisition, so they can be added directly on there
Slight difference in the name – common occurrences are full name vs. acronym, with/without business designation (e.g., INC, LLC)

	Complete These Fields	What to Know
Document Overview Tab
	Description	• This is a required field for all KFS documents • Put a basic description, such as “Updating vendor Acme Construction”
Address Tab
	Address Type	Select the type that corresponds to how you plan to use this address (e.g., purchasing, payment, etc.)
	Vendor Address Name	Does not have to be the same as the Vendor name, if they are doing business under another name – but you should be sure it is the same business.
	Address Lines	• Minimum for US address: Address 1, City, State, Postal Code; use other fields as needed • Minimum for Foreign: Address 1, City and Country; use other fields as needed • Use official USPS abbreviations and avoid punctuation (e.g., use PO BOX, not P.O. BOX) • ALL CAPS not required, but preferred by USPS
	Vendor Phone Number	Required for each address
	Email Address	Strongly recommended for each address
	Add Button	• Click this in order to add the address to the record • Continue to create as many addresses as needed