Purchasing - Vendor Maintenance

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Vendor Search Guide
Vendor Standard Abbreviations

!NOTE! The Add/Change Vendor Form is for exclusive use by University departments to add an approved vendor or change existing vendor information in the Financials System. This form should not be used by vendors. Vendors may register themselves for our Bidder's List at Vendor Registration & Bid Information

Add/Change Vendor Form

A completed AP Compliance Form is required when submitting a request to add a new vendor.

For University Use Only

SECTION I - Requester Information (All fields are required in order to submit your request)

Business Unit:

Requester name:

Requester Telephone number: Ex: (XXX)-XXX-XXXX

Requester Email address: Complete address required.

SECTION II - Vendor Information (Complete fields as prompted)

Vendor Classification Key

Supplier - Company associated with a FTID
(*S) - Required fields to add a Supplier

Individual - Individual associated with a SS#
(*I) - Required fields to add an Individual

Supplier (*S)
Individual (*I)

Type (*I)

U.S. Citizen

Non-Resident Alien

Resident Alien

Status: (*I)

OSU Employee

Non-Employee

Student OSU Employee

Student Non-Employee

Mark as applicable : (*S) (*I)
(One or more must be selected)
New Vendor (Individual or Supplier)
*AP Payment Compliance Form (on the forms page) required for all new vendors
Additional "Order to" location
Address/Phone/Fax Change
(provide current Vendor ID # in Financials System - see below)
Name Change
*Evidence of name change must be issued from vendor in writing
(provide current Vendor ID # in Financials System - see below)

If change is requested (above), provide current Vendor ID # in Financials System :

Vendor Name: (*S)(*I)
(Individual or Supplier)

Last four digits of social security number and associated taxpayer name: (*I)
(required for Individual Vendors that are marked as U.S. Citizens only) Ex: XXXX

*This may duplicate name shown above

Federal Tax ID # : (*S)
(required for U.S. Suppliers only) Ex: XX-XXXXXXX

SECTION III - Vendor Street Address (If remit address is known, please put in Additional comments)

Address 1 : (*S)(*I)

Address 2 :

City/Town : (*S)(*I)

State :

Zip Code : Ex : XXXXX-XXXX
Please Click Here To Track Your Complete Zip-Code

Country : (*S) (*I)
(If Canada is selected, provide Province in comments field below)

Phone number : (*S) (*I) Ex : (XXX)-XXX-XXXX

Fax number : Ex: (XXX)-XXX-XXXX

Additional comments:
Because of security concerns, please use only letters and numbers in your comments.

!NOTICE!

Supplier Requests: A completed AP Compliance Form (on the forms page) is required before submitting your request to add a new Supplier vendor. The form should be faxed to 247-8659 at the time your request is submitted.

Individual Vendor Requests: All requests for the entry of an Individual Vendor must be accompanied by the submittal of the AP Payment Compliance Form (on the forms page) within 7 days. Failure to submit the required form to Accounts Payable within the 7-day receipt period will result in the cancellation of your request.

*Requests will be processed within 48 hours (exceptions may apply).

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Vendor Search Guide

Before submitting a request to ‘add’ or ‘change’ a vendor, search the Financials System using the following guide for more effective search results:

Refer to standard abbreviations and name conventions that are used in the Financials System (see below)
Utilize the “wildcard” search feature – select a key word or partial name from the full vendor name and embed the term between % symbols (i.e., %holiday%).

Naming Conventions Type	Format Description	Example
Individuals	Enter Last Name,First Name	SMITH,JOHN
Individuals	Do not use titles (prefix or suffix)	Mr., Ms., DVM, DDS, PhD
Hotel/Motels & Franchises	Use embedded search techniques	%HOLIDAY% for Holiday Inn
Universities/Colleges/Departments	Enter abbreviated text	UNIV OF FLORIDA
Initials preceding vendor names	Include with no spaces	AB BRUTUS
Vendor name is Acronym	Use full name	FEDEX = FEDERAL EXPRESS
"The" (Preceding Name)	Remove all	Exceptions: The Limited
Punctuation	Do not use periods or commas	Exceptions: & and hyphens

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Abbreviations for Standard Terms
ACAD AMER ASSOC ASSN CO INC INST INTL LTD MFG NATL SOC US UNIV UNLTD	= = = = = = = = = = = = = = =	Academy American Associates Association Company Incorporated Institute International Limited Manufacturing National Society United States University Unlimited

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Purchasing | Stores & Receiving Building | 2650 Kenny Road | Columbus, Ohio 43210 | (614) 688-8200

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