FAQ - Vendor Creation and Maintenance
- Were frozen vendors converted?
- Will requisitioners be notified if a fax number is not correct or will not go through?
- If a vendor is 1099-reportable, how do you distinguish a non-reportable expense?
- Will a voucher with an incorrect address due to a vendor change, driven by the Effective date, have to be changed?
- If an address changes between the credit and debit entries, will the credits be attached to the old address?
- What vendor information is imported from the legacy system?
- If all transactions prior to the date of change for a vendor will reference the previous page, does this include open vouchers?
- How does a vendor requestor note whether this is a change or create request?
- Is there a protocol for the description on the address page?
- Is it possible to change a vendor name without having to create a new vendor?
- What about separate payments by location?
- If a voucher is put in on Feb. 15 for payment on March 15, and a new remit to address effective March 1 is entered, will the payment go to the old address or to the new address?
- What does PeopleSoft use for a FAX number if there are several listed for a vendor? Will it try subsequent numbers if the first number does not work?
- How are vendors that have an asterisk in their name in the legacy system appearing in PeopleSoft?
- Is it possible to enter a Dun & Bradstreet number?
- Can 1099 Status default to Report Only?
- What is the Default Jurisdiction option for on the 1099 tab?
- What does the Doc Type box refer to on the Location page?
1. Were frozen vendors converted?
Yes - all vendors that were not archived to history were converted.
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2. Will requisitioners be notified if a fax number is not correct or will not go through?
Yes - this notification will be part of the new fax software.
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3. If a vendor is 1099-reportable, how do you distinguish a non-reportable expense?
If the vendor is marked Withholding, a warning will appear that says it is a Withholding vendor. By clicking the OK button, the expense will be accepted without the withholding costs.
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If the vendor address needs to be changed on a voucher, the employee entering vouchers needs to make the adjustments. The system will not make that change automatically.
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Credit and debit vouchers must have the same: Transaction Currency, Pay To Bank, Remit-to-Vendor location and address, Payment Method and Payment Handling. As long as the address number on the location page does not change, this should not be an issue. The address detail can change on the specific address, but not the address number. It must coincide with the location page for both the credit and debit entry.
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6. What vendor information is imported from the legacy system?
All vendor information except for vendor aliases was imported.
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Any transactions that uses a vendor when the transaction is Created and Saved will retain the information from the vendor record at that time.
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8. How does a vendor requestor note whether this is a change or create request?
The vendor Create Request function will only be used for creation of a new vendor.
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9. Is there a protocol for the description on the address page?
No.
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10. Is it possible to change a vendor name without having to create a new vendor?
Yes - if you have the Vendor Create role you have the ability to change the name. REMEMBER: Vendors are being used System-wide. The previous name should be entered as an Alias name when the name is changed.
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11. What about separate payments by location?
Separate payments are global by Business Unit, but can be marked for separate payment by location as well as transaction.
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Payment will go to the old address, unless manually changed.
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The FAX number that is on the Location page will be used. Only one FAX number is stored on this page.
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Vendor names are being imported exactly as they are written, so searches for vendors of this sort should use the search parameter "Contains" or the wild card
'%'. For example, "Name 1 contains 'Adams'" or "Name 1 = %Adams".
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15. Is it possible to enter a Dun & Bradstreet number?
Yes.
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16. Can 1099 Status default to Report Only?
This would require a modification to the system, and only critical modifications will be added to the system prior to Go-Live. If this is an issue after Go-Live, it will be looked at again.
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17. What is the Default Jurisdiction option for on the 1099 tab?
From PeopleBooks: Indicate which jurisdiction is the default by selecting the check box in that jurisdiction's row. You can select more than one row as the default jurisdiction.
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18. What does the Doc Type box refer to on the Location page?
We will not be using this option. This is information required by European countries.
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June 30, 2005