1. Vendor Location Online Agency WebEx April 26, 2017
11:00 a.m. – 12:00 p.m.

2. Vendor Location Overview
Paul Kalinowski

3. Vendor Location
Vendor Location is a default set of rules, or attributes, that define how an agency conducts business with a particular vendor.
A vendor location comprises information such as payment terms, ordering address, shipping method, payment options, withholding options, pay to bank accounts, and so on. Although a vendor location is not an address, it does reference addresses.
No longer will location represent just a payment method. New and existing Vendors will be able to request the addition of new vendor locations through the vendor portal.
For example: Different locations for regional offices that have different ACH accounts that payments should go to, or for different product ordering lines such as hardware vs software

4. Vendor Location Effective April 1, 2017:
SFS enables Vendors to create additional “Locations” which align with their business needs.
Allow multiple bank accounts; one per location
Allow multiple ordering, invoicing, and remittance addresses; one per location
Allow for multiple discount payment terms; one per location
Effective April 1
Multiple bank accounts, multiple addresses
Primary contact address required
New vendors: MAINEPAY and MAINCHECK will not be used. Will have LOC01, LOC02, LOC03, etc. Associated Description should be descriptive! Such as Buffalo office or software.
Initial setup – LOC01 with payment method of CHK –initial default
When vendor signs up for ACH, LOC02 which then becomes the default
Existing vendors: MAINCHECK and MAINEPAY will continue to be available.

5. Vendor Location Impacts
Agencies are able to collaborate more effectively with vendors by choosing the appropriate Location on all procurement transactions.
Agencies should encourage vendors to update their information in the vendor portal instead of asking them to send the information.
Agencies should be directing vendors to the Vendor Portal to identify their payment information on their own rather than providing the vendor with the information.
Getting payment to correct location speeds up the business process
Vendors should be updating locations online. Agencies should instruct vendors to do this

6. Vendor Location Impacts
For vendors existing in SFS prior to 4/1/2017, the MAINCHECK and MAINEPAY were used as the location names
For vendors entered into SFS after 4/1/2017, MAINCHECK and MAINEPAY are no longer being used. Vendor Locations will not be smart-coded, but rather will use the prefix ‘LOC’ and will be numbered, starting with ‘LOC01’
Agencies should use locations to support vendor collaboration
The Vendor’s default Location will always populate on the transaction but can be changed.

7. Location Example – How Company ABC Does Business
LOC03 - Buffalo
Buffalo Service Center
Main Contact:
Ordering:
Payment: bank acct 0001
LOC04 - Rochester
Rochester Service Center
Main Contact:
Payment: bank acct 0002
LOC02 – Downtown
Downtown Marketing Office
Main Contact:
Ordering:
Payment: bank acct 0003
LOC05 – Albany
Albany Corporate Office
Main Contact:
Ordering:
Payment: bank acct 0004
LOC06 – Troy
Troy Facility
Main Contact:
Company ABC has a variety of offices across New York State, different points of contact, different bank accounts, and different ordering addresses.
Company ABC has multiple Locations in the SFS to align with their business needs.
Different bank accounts. LOC05 and LOC06 have same
Different contacts
Different Ordering addresses (where POs go). LOC03 & 04 have same, LOC05 & 06 have same
Different addresses

8. Company ABC Vendor Locations – Prior to and Effective April 2017
Vendor_ID, Company ABC
Vendor Location, MAINEPAY
PO/Voucher with MAINEPAY Location (Current)
Vendor Location, LOC03 - Buffalo
PO/Voucher with Use of New Locations
(April 2017)
Prior to April 2017
Effective April 2017
Previously, payment method MAINEPAY, 1 location
April 1, payment method MAINEPAY, multiple locations –going directly to the correct bank acct

9. Example: State Orders from Company ABC Using MAINEPAY Location – Prior to April
Use Company ABC MAINEPAY Location
Troy Factory Orders
Rochester Service Orders
Buffalo Service Orders
Albany Service Orders
Downtown Service Orders
Before vendors had the ability to create multiple Locations in the SFS, agencies may have been unsure where POs should be sent and which bank account should be used.
Previously all payments went to one Location.
To which address do I send the PO? To which bank account is your ACH payment?

10. Example: State Orders from Company ABC Buffalo Location – Effective April 2017
Use Company ABC Buffalo Location
Automatically dispatch purchase orders
Pay by ACH to that Location’s bank account
Correspond and follow-up on routine matters and exceptions
By utilizing the ability to select different Locations with different ordering addresses and different bank accounts, agencies and vendors can save time by using automatic PO dispatch and making payments by ACH.
Now the regional office of Buffalo in this example is central rather than the payment method being central
How much time/money is saved by automatic PO dispatch? How much is saved using ACH and not using paper checks?

11. Training & Resources
Stakeholder Services

12. Training Resources Agencies
New Vendor Location Overview topic has been added to the following Statewide Learning Management System (SLMS) self-paced training courses:
Procurements Contract 210
Requisition 205
Purchase Order 220
Receiving 205
Procurement Cards 215
Return to Vendor 205
Accounts Payable 205
Vendors
Three new topics have been added to SFS Training for Vendors available directly in the Vendor Portal using the Help link:
Adding a Location
Viewing P-Card Information
Updating an Existing Address of Existing Address

13. Submit your questions via the WebEx Chat
If you have any questions after this call, please send them to the SFS Help Desk and include “Vendor Location” in the subject line of the .
SFS Help Desk: (518) ; (877) toll-free 
This presentation will be posted to the SFSSecure site by the end of the day Thursday, 4/27.
Please type your questioning the chat and address it to “everyone” or use the “raise your hand” feature in the chat. If your agency has additional questions that were not addressed on the call please submit them to the SFS helpdesk.
1/10/2019

14. Post WebEx Information
Stakeholder Services

15. Roles- Vendor Address Information
Processor roles have the ability to view vendor address information on vouchers and requisitions.
Approver roles have ability to view vendor address information on vouchers but not requisitions.

16. As part of the Summer 2017 changes anticipated for the M131:
Bulkload Impacts- M131 (March 8 Vendor Location-Bulkload WebEx)
As part of the Summer 2017 changes anticipated for the M131:
Add “Location Description” to the M131 layout
It will be the description entered for the location (with a character maximum of 30)
Add Default Location Indicator
Flag of Y/N
Update “Location Payment Default Method”
Always display the default payment method for that location, mot just for the default location
Complete layout details to come