Vendor Maintenance

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Vendor Maintenance and Creates

Responsibility for vendor creates/maintenance has been changed to Accounts Payable.

Prior to creation of new vendors it is required to have a W-9. To expedite your request please send a completed W-9 with your form, the W-9 can be scanned and attached to the E-Sign Maintenance Form (link provided below) or faxed to 360-650-7724.

https://esign.wwu.edu/admcs/process/forms/Accounting/Vendor1.aspx

Documentation is required to make any changes to the vendor profile in Banner.

Due to Budget reduction and staff changes, Effective 5/03/10 Accounts Payable will be performing this new role. Please be patient during the transition. If you have questions or concerns, please contact Donna Foley ex.6815.

How to Handle Duplicate Vendor Information
1. After identifying the duplicate vendors, note the W#'s.
2. Do not change, update or delete any information on either vendor record.
3. Send an email to Accounts.Payable@wwu.edu listing the W#'s and that the vendors may be a duplicate.

A/P will research whether the vendors are duplicates, determine which W# to continue with, and bracket the other W# with a "DO NOT USE" statement. A/P will then send an email response with this information to the initiating department.

Having only A/P verify the duplicate and make this determination will enable us to keep the information in Banner consistent and correct.

Thank you for your help and please call me with any questions.

Donna Foley
Accounts Payable Supervisor

Please send your questions to: Accounts.Payable@wwu.edu

Forms
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Procedures
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PRO-U5320.12A Creating Customer Records

customer create

PRO-U5320.12B Creating Vendor Records

vendor create process

Policies
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POL-U5320.12 Creating and Maintaining Vendor and Customer Information

Accounts Payable creates and maintains Vendor and Customer Information

Accounts Payable is responsible for creating, editing, maintaining and auditing all University vendor and customer information.
Vendor information will comply with Federal and State reporting requirements.

Accounts Payable will respond to request for information

Accounts Payable will respond to employee requests for vendor and customer creation or changes within 48 hours.

Accounts Payable may delegate permissions to establish and maintain Vendor and Customer records.

Accounts Payable may grant vendor and customer system access to a department employee, with the following conditions:
- Employee will comply with internal control procedures for creating and maintaining vendor and customer accounts.
- Accounts Payable Supervisor will revoke vendor and customer access for any Western employee who does not follow the established procedures.