How to look up a vendor in the database

Vendor information can be entered using three different methods: We will explore each of these procedures on the following screens. Note: The Vendor Screen is displayed during the requisition entry process—when the "X" in the “SUGGESTED VENDORS?” box on the General Data Screen remains checked. Includes searching the PAS vendor file, capturing vendor information and displaying it on the Vendor Screen Vendor search This method is useful for entering frequently used vendors. Vendor number entry Includes manual entry of the vendor information and should only be used if the vendor is not in the vendor file. Manual entry & vendor registration 2

PAS R EQUISITION E NTRY ­ V ENDOR S CREEN ES ) The Vendor-screen is displayed as part of the requisition-entry process: In the Action-box, enter [7] for VENDOR SEARCH and [Enter] This will take you to “Buying – Vendor Search” screen for Order Addresses. 3

PAS R EQUISITION E NTRY ­ B UYING - V ENDOR S EARCH S CREEN The next screen will provide results of vendor-search process. Type in the name of Vendor + [Enter] TIPS use UPPER-CASE letters; (lower-case letters should not be used) use the full vendor name when possible try vendor name variations & standard abbreviations 4

PAS R EQUISITION E NTRY V ENDOR S CREEN WITH RESULTS OF VENDOR - SEARCH PROCESS To view Additional Vendors on subsequent screens, type [10] in the ACTION-box and [Enter] This screen shows: there was a match on Vendor name entered (Turner Biosystems) the Vendor number is displayed the Vendor is in a Valid status there are “Additional Vendors” 5

PAS R EQUISITION E NTRY ­ V ENDOR S CREEN To select the vendor data displayed in the Vendor search screen, there are two steps: Step 1: Place an [X] in the SEL box next to the desired “valid” address Step 2: Enter [14] –Select Vendor- in the Action box and [Enter] The next screen will return to the requisition entry vendor screen with the selected Vendor information populated Notice that Action 4, “Modify” appears in the Action Box. If you have information to enter in the Contact/Phone field, enter the data before sending the screen. If you do not have Contact/Phone information, simply press [Enter]. If the information is accurate and complete, [Enter] to send the screen again to "accept" the data as shown. 6 X

V ENDOR NUMBER ENTRY This method is useful for entering frequently used vendors. Both the vendor number and the address sequence number need to be entered as they appear in the PAS Vendor File. Note: Vendor Search can be used to obtain vendor numbers and address sequence numbers for use at a later time. The vendor number and address sequence number is typed into the appropriate fields and “sent”, which subsequently displays the data retrieved from the PAS vendor file. 7

V ENDOR NUMBER ENTRY Step 1: Type vendor number & address sequence + [Enter] This is what the system will show: 8

M ANUAL E NTRY OF V ENDOR I NFORMATION Step 1: Enter the vendor information into the available fields on the Vendor screen Step 2: Send the vendor the link to the Supplier Registration Form page so they can complete the SRF online.Supplier Registration Form This will allow the vendor to be added to the Vendor file, do business and receive payment from the University of Washington. If you did not find the correct vendor in the vendor file you will need to manually enter the information into the system. Note: This should only be done if the vendor is not in the vendor file. 9

Resources: If you have questions, contact the Procurement Customer Service unit at: 10 Phone: