SFMA Vendor Number and System Changes

SFMA Vendor Numberand System Changes

Presented by SFMS Systems Management September 15, 2011

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Topics

Vendor profile TIN field

Vendor number prefixes

Algorithm logic and examples

New SSN profile

Existing SSN vendor profiles

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Topics (Continued)

ACH Website Vendor profile look-up

S03N – Vendor Number Inquiry S03A – Vendor Alpha Inquiry

Interface/extract vendor crosswalk file Conversion of existing ADPICS vendors

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In order to meet the requirements of SB583, the Tax Identification Number (TIN) field was added to the S052 Systemwide Vendor Profile screen

S052 UC: 17 STATE OF OREGON 10/04/10 01:55 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: 555115597

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Once the vendor profile is activated, the TIN field cannot be seen by non-central users

S052 UC: 17 STATE OF OREGON 10/04/10 02:55 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 6

W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: A 1099-Misc Reporting Jobs use the TIN field

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Vendor number prefixes

FEI/SSN Old New Profile

Value Prefix Prefix Usage

F or O only 1 1 Statewide vendor

F or O only 2 2 Foreign vendor

S only 1 3 Statewide vendor

S only 9 4 Agency/Client vendor

O only 9 7 Agency/Client vendor

N/A 9 9 Non-profiled vendor

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Prefixes to convert

FEI/SSN Old New Profile

Value Prefix Prefix Usage

F or O only 1 1 Statewide vendor

F or O only 2 2 Foreign vendor

S only 1 3 Statewide vendor

S only 9 4 Agency/Client vendor

O only 9 7 Agency/Client vendor

N/A 9 9 Non-profiled vendor

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Algorithm logic for SSN vendor numbering

1st character is a prefix 3 or 4

2nd – 5th characters are last 4 digits of the vendor’s Social Security Number

6th character is a 1

7th – 10th characters are the next (lowest) available numbers

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Prefix ‘1’ algorithm example:

Original Converted

SSN Vendor # Algorithm #

1455125432 3543210001

1567105432 3543210002

1567895432 3543210003

Prefix 3 + last 4 SSN + 1 + system assigned last 4

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Prefix ‘9’ algorithm example:

Original Converted

SSN Vendor # Algorithm #

9455125497 4549710001

9567105497 4549710002

9567895497 4549710003

Prefix 4 + last 4 SSN + 1 + system assigned last 4

Algorithm vendor number will not be reused We have determined that we will NOT reuse

Algorithm vendor numbers including: Vendor profiles deleted during the review/activation

process Vendor profiles purged during the Vendor Purge

program

If we need more algorithm vendor numbers, we can increment the 6th digit from a ‘1’ to a ‘2’. This would not happen until we had 90,000 SSN vendors with the same last 4 digits of their SSN

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New SSN profileNew Systemwide Vendor Profile – S052

S052 UC: 17 STATE OF OREGON 10/04/10 01:50 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE:

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New Systemwide Vendor Profile – S052 (cont.)F10 to Save / Error Message ReceivedS052 UC: 17 STATE OF OREGON 10/04/10 01:51 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE: 10042010 V01 INV VENDOR 1ST DIGIT

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New Systemwide Vendor Profile – S052 (cont.)F1-Help to View Error Description

S090 UC: 17 STATE OF OREGON 10/04/10 01:52 PM LINK TO: NEWS/HELP TABLE ACPT KEYWORD: V01 PAGE: 01 CODE: V01 INV VENDOR 1ST DIGIT DATA ELEMENT: VENDOR NUMBER EXPLANATION: THE FIRST DIGIT OF A SYSTEMWIDE VENDOR NUMBER MUST BE > 0. 52 SYSTEMWIDE VENDOR PROFILE PREFIXES ARE AS FOLLOWS: 1 = STATEWIDE VENDORS WITH FEI/SSN FIELD = F OR O 2 = FOREIGN VENDORS WITH FEI/SSN FIELD = F OR O 3 = STATEWIDE VENDORS WITH FEI/SSN FIELD = S 4 = AGENCY SPECIFIC VENDORS WITH FEI/SSN FIELD = S 7 = AGENCY SPECIFIC VENDORS WITH FEI/SSN FIELD = O STATUS CODE: A EFF START DATE: 07012010 EFF END DATE: LAST PROC DATE: 10042010 Z06 RECORD SUCCESSFULLY RECALLED

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New Systemwide Vendor Profile – S052 (cont.)Change vendor prefix to ‘3’S052 UC: 17 STATE OF OREGON 10/04/10 01:53 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3555115597 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE: 10042010V01 INV VENDOR 1ST DIGIT

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New Systemwide Vendor Profile – S052 (cont.)F10 to save new profile/algorithm is appliedS052 UC: 17 STATE OF OREGON 10/04/10 01:54 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3559710001 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: CLARK KENT

SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: 555115597 ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE: 10042010

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Activated vendor profileS052 UC: 17 STATE OF OREGON 10/04/10 02:15 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3559710001 NAME CONTROL: KENT VENDOR NAME: CLARK KENT SEARCH NAMES: CLARK KENT

SUPERMAN KENT,CLARK, ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 6 ADDRESS: 123 HERO LANE CITY: SALEM ST: OR ZIP: 97310 CNTRY: USA VENDOR CONTACT: LEX LUTHOR TAX OFFSET EXMPT: N TELEPHONE: 503 555 5512 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 102 CONTACT: LOIS LANE PHONE: 503 555 5513 DIR DEP DATE: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: A EFF START DATE: 10042010 EFF END DATE: LAST PROC DATE: 10042010 Z07 NEXT RECORD SUCCESSFULLY READ

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Existing ‘SSN’vendor profiles

Profiled ‘SSN’ vendors will be cloned and given an algorithm number

Original ‘SSN’ vendor profiles will be inactivated

The original, now inactive, profile will display the ‘new’ vendor number to use

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Original SSN vendor number profile (after conversion)S052 UC: 17 STATE OF OREGON 10/04/10 01:55 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1540549966 NAME CONTROL: PARK VENDOR NAME: ALAN C PARK SEARCH NAMES: ALAN C PARK

PARK,ALAN,C ALT VENDOR/FID: 3996610002 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 0 ADDRESS: 155 COTTAGE STREET CITY: SALEM ST: OR ZIP: 97301 CNTRY: VENDOR CONTACT: USE ALGORITHM VENDOR #3996610002 TAX OFFSET EXMPT: N TELEPHONE: 503 528 8404 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 500 CONTACT: RUTH PARK PHONE: 503 378 6218 DIR DEP DATE: W9 REQUEST DATE: 11141996 BU/WH EFF DATE: STATUS CODE: I EFF START DATE: 10091996 EFF END DATE: LAST PROC DATE: 09142010

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Converted SSN vendor number profile

S052 UC: 17 STATE OF OREGON 10/04/10 01:55 PM LINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3996610002 NAME CONTROL: PARK VENDOR NAME: ALAN C PARK SEARCH NAMES: ALAN C PARK

PARK,ALAN,C ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 0 ADDRESS: 155 COTTAGE STREET CITY: SALEM ST: OR ZIP: 97301 CNTRY: VENDOR CONTACT: ADDR CHG TAX OFFSET EXMPT: N TELEPHONE: 503 528 8404 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 500 CONTACT: RUTH PARK PHONE: 503 378 6218 DIR DEP DATE: W9 REQUEST DATE: 11141996 BU/WH EFF DATE: STATUS CODE: A EFF START DATE: 10091996 EFF END DATE: LAST PROC DATE: 09142010

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Original vendor number mail code profile (after conversion)S051 UC: 17 STATE OF OREGON 09/29/10 04:29 PMLINK TO: VENDOR MAIL CODE PROFILE ACPT VENDOR NO: 1540549966 ALAN C PARK MAIL CODE: 004 NAME: ALAN C PARK SEARCH NAMES: ALAN C PARK PARK,ALAN,C ADDRESS: 156 COTTAGE STREET CITY: SALEM ST: OR ZIP: 97301 COUNTRY: REGION: TAX RATE: UPDATE REASON: ADD OWNERSHIP CODE: I LICENSE: VENDOR CONTACT: USE ALGORITHM VENDOR #3996610002 FAX: 503 378 5874 TELEPHONE: 503 399 9691 EXT: ALT VEND NAME: V LTR DATE: PDT: MA EMAIL: PNI: AGY: 500 CONTACT: LEROY PARK PHONE: 503 945 6228 DIR DEP DATE: HOLD REASON CODE: STATUS CODE: I EFF START DATE: 06122007 EFF END DATE: LAST PROC DATE: 09142010

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Converted vendor number mail code profile

S051 UC: 17 STATE OF OREGON 09/29/10 04:35 PMLINK TO: VENDOR MAIL CODE PROFILE ACPT VENDOR NO: 3996610002 ALAN C PARK MAIL CODE: 004 NAME: ALAN C PARK SEARCH NAMES: ALAN C PARK PARK,ALAN,C ADDRESS: 156 COTTAGE STREET CITY: SALEM ST: OR ZIP: 97301 COUNTRY: REGION: TAX RATE: UPDATE REASON: ADD OWNERSHIP CODE: I LICENSE: VENDOR CONTACT: REMIT TO ADDITIONAL ADDRESS FAX: 503 378 5874 TELEPHONE: 503 399 9691 EXT: ALT VEND NAME: V LTR DATE: PDT: MA EMAIL: PNI: AGY: 500 CONTACT: LEROY PARK PHONE: 503 945 6228 DIR DEP DATE: HOLD REASON CODE: STATUS CODE: A EFF START DATE: 06122007 EFF END DATE: LAST PROC DATE: 09142010

ACH Transaction-Before algorithm is applied

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S084 UC: 01 STATE OF OREGON 09/09/11 01:11 PM LINK TO: ACCOUNTING EVENT RECORD INQUIRY ACPT BATCH: AGENCY 107 DATE 090911 TYPE 4 NO 912 SEQ NO 00001 REC TYPE: A STATUS: A GL: DR1 3501 CR1 1211 DR2 CR2 DR3 CR3 DR4 CR4 DOC AGY: 107 DOC DATE: EFF DATE: 090911 DUE DATE: 090911 SERV DATE: CUR DOC/SFX/CLASS: VP090911 001 MOD: REF DOC/SFX/CLASS: AGENCY: 107 TRANS CODE: 222 INDEX: PCA: 80703 AY: 13 COMP/AGY OBJ: 4154 4154 AMOUNT: 100.00 RVS: DISCOUNT: .00 FO: PDT: DA CI: PROP #: 1099: INV-NO: DT: VEND/MC: 1123456789 000 DESC: TEST SMR 2082-PREFIX 1 TRANS NAME: JOHN SMITH CONT NO: CITY: SALEM ST: OR ZIP: 97301 RTI: PMT-NO: 950388465 DT: 090911 AP NO: 31501 FUND: 4450 AGY GL: GRANT NO/PH: SUB GRANTEE: PROJ NO/PH: MPCD: AGY CD-1: 2: 3: 15000 CASH FUND: 15000 G38-TRANSFER: PMT TYPE: INT TM: 0.000 BANK: DISC-DT: TM: PEN-DT: TM: PEN AMT: .00 LAST PROC - DT: 08162011 TIME: 0918 ORIG SEQ NO: APPROVAL DT: 090911

ACH Website showing vendor’s payment

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ACH Transaction-After algorithm is applied

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S084 UC: 01 STATE OF OREGON 09/09/11 01:58 PM LINK TO: ACCOUNTING EVENT RECORD INQUIRY ACPT BATCH: AGENCY 291 DATE 091411 TYPE 4 NO 151 SEQ NO 00001 REC TYPE: A STATUS: A GL: DR1 3501 CR1 1211 DR2 CR2 DR3 CR3 DR4 CR4 DOC AGY: 291 DOC DATE: EFF DATE: 091411 DUE DATE: 091411 SERV DATE: CUR DOC/SFX/CLASS: VP091411 001 MOD: REF DOC/SFX/CLASS: AGENCY: 291 TRANS CODE: 222 INDEX: PCA: 21117 AY: 13 COMP/AGY OBJ: 4999 AMOUNT: 400.00 RVS: DISCOUNT: .00 FO: PDT: DA CI: PROP #: 1099: INV-NO: SMR2017 DT: 091611 VEND/MC: 3678900004 000 DESC: TEST SMR2017 ACH SETTLEMENT NAME: JOHN SMITH CONT NO: CITY: SALEM ST: OR ZIP: 97301 RTI: PMT-NO: 950388471 DT: 091411 AP NO: 36100 FUND: 1211 AGY GL: GRANT NO/PH: SUB GRANTEE: PROJ NO/PH: MPCD: AGY CD-1: 2: 3: 00401 CASH FUND: 01000 G38-TRANSFER: PMT TYPE: INT TM: 0.000 BANK: DISC-DT: TM: PEN-DT: TM: PEN AMT: .00 LAST PROC - DT: 08262011 TIME: 1354 ORIG SEQ NO: APPROVAL DT: 091411

ACH Website showing vendor’s payments

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Vendor profile look-up

S03N – Vendor Number Inquiry.

S03A – Vendor Alpha Inquiry.

S052/S051 – You can still search for the correct vendor or mail code by putting in part of the vendor number and scrolling through until you find the vendor you are looking for.

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Vendor number look-up

S03N UC: 17 STATE OF OREGON 09/30/10 11:32 AM ACTIVE VENDOR NUMBER INQUIRY ACPT VENDOR NO: 39966 AGY: S VENDOR NO / MC PDT SC VENDOR NAME ADDRESS 1 3996610001 000 MA A MIGUEL TELLEZ 557 NW 99TH BLVD 3996610002 000 MA A ALAN C PARK 155 COTTAGE STREET

3996610002 003 MA A ALAN C PARK % PSYCHIATRIC SECURIT 3996610002 004 MA A ALAN C PARK 156 COTTAGE STREET 3996610003 000 MA I CHUCK TOMAC 1057 NW CASA DEL MAR

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Vendor name look-upS03A UC: 17 STATE OF OREGON 09/30/10 01:12 PMACTIVE VENDOR ALPHA INQUIRY ACPTSELECT VENDORS FROM: S (S=SYSTEMWIDE, A=AGENCY) SEARCH NAME: PARK AGY: VENDOR TYPE: S VENDOR NO / MC SC PDT VENDOR NAME ADDRESS 1544929966 003 I MA ALAN C PARK % PSYCHIATRIC SECURIT 206 NE 15TH STE 123 3996610002 003 A MA ALAN C PARK % PSYCHIATRIC SECURIT 206 NE 15TH STE 123 1544929966 000 I MA ALAN C PARK 155 COTTAGE STREET

1544929966 004 I MA ALAN C PARK 156 COTTAGE STREET 3996610002 000 A MA ALAN C PARK 155 COTTAGE STREET

3996610002 004 A MA ALAN C PARK 156 COTTAGE STREET 1OR0102011 000 A MA ALAN C PARK % PSYCHIATRIC SECURIT

206 NE 15TH STE 123

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Interface/extract vendor crosswalk file

A crosswalk file listing the Old vendor number and the New vendor number will be available after the conversion.

Approximately 41,000 of the 131,000+ vendor profiles (52 screen) will meet the criteria to be converted.

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Crosswalk file sample

Old number New number1455125432 35432100011555115596 35596100051555115597 35597100011567105432 35432100021567895432 35432100039455125497 45497100019567105497 45497100029567895497 4549710003

Conversion of existing ADPICS SSN Vendors Due to the small volume of Social

Security Number vendors that exist in ADPICS, new algorithm vendors will be manually added by SFMS.

This will take place as soon as possible after the conversion occurs in Production.

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Questions/contactsGeneral questions regarding conversion:

Alan Park – 503-373-0262

[email protected]

Interface/extract testing/Acceptance region access:

Ru Chen – 503-373-0268

[email protected]

mailto:[email protected]

mailto:[email protected]

New Vendor Activations with the Algorithm

Presented by SFMS Operations September 15, 2011

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Adding A New Vendor General Information

Before adding a new vendor check the 3A screen to verify that the vendor is not already on R*STARS

R*STARS allows duplicate vendor names but not duplicate vendor numbers

Search by last name, first name for individual or at least the 1st three letters of the business name

Make sure the vendor is not under a different vendor number

Check for duplicate addresses

If the vendor is not already found on 3A screen enter the new vendor on the 52 profile

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Here’s an example of the 3A screen:

S03A UC: 04 STATE OF OREGON 03/10/09 09:28 AM VENDOR ALPHA INQUIRY PROD SELECT VENDORS FROM: S (S=SYSTEMWIDE, A=AGENCY) SEARCH NAME: JONES,ROBERT AGY: VENDOR TYPE:

S VENDOR NO / MC SC PDT VENDOR NAME ADDRESS 1OR000XXX 000 A MA ROBERT JONES 3454 30TH AVE NE

1540000000 000 A MA ROBERT JONES PO BOX 744

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Adding An Individual/Business with an FEINPrefix “1”

The process for vendors beginning with a “1” has not changed for vendors with an FEIN (Federal Employer Identification Number)

It is very important that agencies determine if a vendor TIN (Tax Identification Number) is an FEIN or an SSN. Agencies have been doing an excellent job at determining this. SFMS currently changes less than 5% of the profiles

Type in a “1” and FEIN in the vendor number field

The 1099 IND is “Y”, the FEI/SSN is “F”, the Reason Code is “ADD” Vendor Type is “8” and the Ownership Code is “I”

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S052 UC: 10 STATE OF OREGON 10/01/10 03:15 PMLINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1770685488 NAME CONTROL: OREG VENDOR NAME: OREGON TRAIL DEMOCRATS SEARCH NAMES: OREGON TRAIL DEMOCRATS OREGO 97011

ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: F REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: 770685488 ADDRESS: PO BOX 160

CITY: BRIGHTWOOD ST: OR ZIP: 97011 CNTRY:VENDOR CONTACT: LINDA LAYNE TAX OFFSET EXMPT: N TELEPHONE: 503 622 1784 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 999 CONTACT: LISA WOOD PHONE: 503 945 0000UPDATED BY: WOOD, LISA DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT:W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 08062010 EFF END DATE: LAST PROC DATE: 08062010Z06 RECORD SUCCESSFULLY RECALLED

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Adding An Individual/Business with an FEINPrefix “1”

When SFMS reviews the vendor for activation, the vendor will be TIN Matched with the IRS

If the vendor comes back as a match and an FEIN, SFMS will activate the vendor, this process has not changed

If the vendor comes back and is not a match, SFMS will not activate the vendor, this process has not changed

If the vendor comes back as a match, but the TIN is an SSN instead of an FEIN, SFMS will set up a new profile beginning with a “3” and the algorithm will be applied

SFMS will not activate the original vendor and will put a message on the original indicating the new vendor #

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Adding An Individual/Business with an FEIN

Prefix “1” in ADPICS

PCHL5200 – Enter vendor in ADPICS using current process

F10 to Save/F11 to Add to R*STARS

SFMS Vendor Desk will perform the verification, complete missing information & make necessary changes in R*STARS and ADPICS consistent with all vendors with an FEIN, prefix “1”

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Adding Individuals with an SSNPrefix “3”

The process for vendors beginning with a “3” is new for vendors with an SSN (Social Security Number)

It is very important that agencies determine if a vendor TIN (Tax Identification Number) is an FEIN or an SSN

In the vendor number field type a “3” and then the Social Security #

1099 IND “Y”, FEI/SSN will be “S”, Reason Code “ADD”, Vendor Type “8” and Ownership Code will be “I”

As soon as the vendor profile is saved, the algorithm will take place. Agency staff will be able to view the new vendor # at that time

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S052 UC: 10 STATE OF OREGON 10/01/10 03:08 PMLINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3021710001 NAME CONTROL: TES VENDOR NAME: TEST VENDOR SEARCH NAMES: TEST VENDOR

VENDOR,TEST,ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 8 OWNRSHP CD: I TIN MATCH: TIN: 544020217 ADDRESS: TEST

CITY: LEBANON ST: OR ZIP: 97355 CNTRY:VENDOR CONTACT: ALAN PARK TAX OFFSET EXMPT: N TELEPHONE: 503 373 1044 EXT: 248 FAX: 503 378 8940 HOLD RSN: PDT: MA EMAIL: PNI: AGY: 999 CONTACT: LISA WOOD PHONE: 503 945 0000UPDATED BY: PARK, ALAN DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT:W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 08242010 EFF END DATE: LAST PROC DATE: 08242010Z06 RECORD SUCCESSFULLY RECALLED

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Adding Individuals with an SSNPrefix “3”


If the vendor comes back as a match and an SSN, SFMS will activate the vendor and change the vendor type to “7”, these vendors no longer receive W-9s, this process has not changed

If the vendor comes back and is not a match, SFMS will not activate the vendor, this process has not changed

If the vendor comes back as a match, but the TIN is an FEIN instead of an SSN, SFMS will set up a new profile beginning with a “1” and the FEIN


Adding Individuals with an SSNPrefix “3” in ADPICS

PCHL5200 – Enter vendor in ADPICS using current process with prefix “1”

F10 to Save/F11 to Add to R*STARS

SFMS Vendor Desk will perform the verification, complete missing information & make necessary changes in R*STARS and ADPICS

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ADPICS vendor profilesF10 to Save/F11 to add to R*STARS

PCHL5200 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/2010 1:42 PM LINK TO: VENDOR TABLE MAINTENANCE VENDOR: 1555115596 NAME: BRUCE WAYNE ALT. NAMES : BRUCE WAYNE BATMAN NOTES : N UPDATED: 10/07/10 DELETE (Y/N): N ALT. VENDOR ID: VENDOR STATUS: ORDER ADDRESS : 10101 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: REMIT ADDRESS : 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: CONTACT : ALFRED DOLLARWORTH TELEPHONE : 212 123 4567 EXT FAX : EXPEDITOR CODE : AGY : 107 CONTACT: JIM GORDON PHONE: 212 321 7654 DELETE REASON : UPDATED BY : PARK, ALAN R*STARS STATUS: VENDOR INFORMATION SUCCESSFULLY ADDED TO RSTARS

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ADPICS vendor profilesSFMS Vendor Desk selects vendor to review

S03S UC: 04 STATE OF OREGON 10/07/10 01:59 PMLINK TO: VENDOR RECORD STATUS INQUIRY ACPT STATUS: P (P/R/B) S PROC DT AGY VENDOR ID MC NAME TIN SC 07/16/10 107 1093116559 000 GORGE NETWORKS INC 2 P 07/16/10 107 1153160586 000 BROAD SKY NETWORKS LLC 3 P 07/20/10 107 1325070760 000 VIRTUAL INFORMATION EXECUTIVES P 07/20/10 100 1562319041 000 FAMILY VALUES COMMUNICATIONS LLC P 08/02/10 581 1721366400 502 NTNL ASSOC OF STATE DIRECT OF MIGRANT ED I P S 10/07/10 107 1555115596 000 BRUCE WAYNE P

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ADPICS vendor profilesProfile before SFMS Vendor Desk changes

S052 UC: 04 STATE OF OREGON 10/07/10 02:03 PMLINK TO: ACTIVE SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 1555115596 NAME CONTROL: VENDOR NAME: BRUCE WAYNE SEARCH NAMES: BRUCE WAYNE BATMAN ALT VENDOR/FID: 1099 IND: FEI/SSN IND: REASON CODE: ADPX VENDOR TYPE: OWNRSHP CD: TIN MATCH: TIN: 555115596 ADDRESS: 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CNTRY: VENDOR CONTACT: ALFRED DOLLARWORTH TAX OFFSET EXMPT: TELEPHONE: 212 123 4567 EXT: FAX: HOLD RSN: PDT: EMAIL: PNI: AGY: 107 CONTACT: JIM GORDON PHONE: 212 321 7654 UPDATED BY: PARK, ALAN DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: P EFF START DATE: 10072010 EFF END DATE: LAST PROC DATE:10072010

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ADPICS vendor profilesProfile in R*STARS after Vendor Desk changes

S052 UC: 17 STATE OF OREGON 10/07/10 02:10 PMLINK TO: ACTIVE SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 3559610005 NAME CONTROL: WAYN VENDOR NAME: BRUCE WAYNE SEARCH NAMES: BRUCE WAYNE BATMAN WAYNE,BRUCE,

ALT VENDOR/FID: 1099 IND: Y FEI/SSN IND: S REASON CODE: ADPX VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: 6 ADDRESS: 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CNTRY: VENDOR CONTACT: ALFRED DOLLARWORTH TAX OFFSET EXMPT: N TELEPHONE: 212 123 4567 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 107 CONTACT: JIM GORDON PHONE: 212 321 7654 DIR DEP DATE: W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: A EFF START DATE: 10072010 EFF END DATE: LAST PROC DATE:10072010

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ADPICS vendor profilesOriginal vendor with message showing converted

vendor number

PCHL5200 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/2010 1:42 PM LINK TO: VENDOR TABLE MAINTENANCE VENDOR: 1555115596 NAME: BRUCE WAYNE ALT. NAMES : BRUCE WAYNE BATMAN NOTES : N UPDATED: 10/07/10 DELETE (Y/N): Y ALT. VENDOR ID: VENDOR STATUS: ORDER ADDRESS : 10101 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: REMIT ADDRESS : 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: CONTACT : USE 3559610005 TELEPHONE : 212 123 4567 EXT FAX : EXPEDITOR CODE : AGY : 107 CONTACT: JIM GORDON PHONE: 212 321 7654 DELETE REASON : ALGORITHM

UPDATED BY : PARK, ALAN R*STARS STATUS: P

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ADPICS vendor profilesConverted vendor profile added to ADPICS by SFMS

Vendor Desk

PCHL5200 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/2010 1:42 PM LINK TO: VENDOR TABLE MAINTENANCE VENDOR: 3559610005 NAME: BRUCE WAYNE ALT. NAMES : BRUCE WAYNE BATMAN NOTES : N UPDATED: 10/07/10 DELETE (Y/N): N ALT. VENDOR ID: VENDOR STATUS: ORDER ADDRESS : 10101 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: REMIT ADDRESS : 20202 BAT CAVE CITY: GOTHAM ST: NY ZIP: 12345 CTRY: CONTACT : ALFRED DOLLARWORTH TELEPHONE : 212 123 4567 EXT FAX : EXPEDITOR CODE : AGY : 107 CONTACT: JIM GORDON PHONE: 212 321 7654 DELETE REASON : UPDATED BY : PARK, ALAN R*STARS STATUS: A

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ADPICS vendor profile look-upLink to 1200 screen, Type Search Name, Press Enter

PCHL1200 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/2010 2:25 PMLINK TO: VENDOR TABLE INQUIRY S VENDOR NAME ID M/C S/C STATUS CODES BRUCE 1931129573 503 THE CHURCHILL HOTEL 1522214429 500 ***VENDOR# LACKS 1 DIGIT* 1741934982 I ` 1770382248 500 "USE 1760774153" 2760774153 A AND B AUTOMOTIVE AND TO 1930655635 I A AND O STORAGE 1930718924 A A BET 97015 1930928328 A A BETTER GLASS SHOP INC 1930928328 A A BOY SUPPLY CO INC 1930678197 500 A BRA LINGERIE BOUTIQUE 1930821701 A A BRA 97236 1930821701 A A COA 97103 1262329003 A A COASTAL LOCK-N-KEY 1262329003 A A D D 97302 1299381784 I A DAIGGER & COMPANY INC 1360972955 A A P OSBORNE 1544584321 I

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ADPICS vendor profile look-up results

PCHL1200 V4.1 ADVANCED PURCHASING/INVENTORY 10/07/2010 2:26 PMLINK TO: VENDOR TABLE INQUIRY S VENDOR NAME ID M/C S/C STATUS CODES BRUCE WAYNE 1555115596 P BRUCE WAYNE 3559610005 A BRUCE 97005 1931263779 A BRUCE 97123 1930773740 A BRUCE 97301 1930666859 A BRUCE 97502 1544049873 I BRUCKNERGILLMA,SANDRA,J 1545051740 I BRUND 98622 1840972141 A BRUNDAGE-BONE CONCRETE PU 1840972141 A BRUNT 82501 1830215482 A BRUNTON 1830215482 A BRUST 200007 1521183704 A BRUSTEIN & MANASEVIT 1521183704 A BRYAN ANDRESEN MD 1930768921 A BRYAN BICKMORE DODGE INC 1930750101 A BRYAN D DONNELL 1931160406 I

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Agencies with Clients Using an SSNPrefix “4”

Prefix “4” were formerly client “9” vendors. Enter information the same as information for “3” individual vendor profile except:

Exception #1: Vendor number will begin with a 4 instead of a 3

Exception #2: 1099 IND will be N, Vendor Type will be 7

Exception #3: These vendors will not receive a W9

Exception #4: Valid SSN is required

As soon as the vendor profile is saved, the algorithm will take place. Agency staff will be able to view the new vendor # at this time

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S052 UC: 10 STATE OF OREGON 10/01/10 03:33 PMLINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 4696810002 NAME CONTROL: TES VENDOR NAME: TEST VENDOR 2 SEARCH NAMES: TEST VENDOR 2 VENDOR,TEST,2ALT VENDOR/FID: 1099 IND: N FEI/SSN IND: S REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: TIN: 545026968 ADDRESS: PO BOX 1202

CITY: NORTH BEND ST: OR ZIP: 97459 CNTRY:VENDOR CONTACT: TAX OFFSET EXMPT: N TELEPHONE: EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 999 CONTACT: LISA WOOD PHONE: 503 986 0000UPDATED BY: DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT:W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 08062010 EFF END DATE: LAST PROC DATE: 09142010Z06 RECORD SUCCESSFULLY RECALLED

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Agencies with Clients Using an SSNPrefix “4”


If the vendor comes back as a match and an SSN, SFMS will activate the vendor, this process has not changed

If the vendor comes back and is not a match, SFMS will not activate the vendor, this process has not changed from current “9” SSN vendors

If the vendor comes back as a match, but the TIN is an FEIN instead of an SSN, SFMS will set up a new profile beginning with a “1” and the FEIN


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Agencies with Clients or Vendors Using a Dummy Number

Prefix “7”

This process replaces dummy numbers profiled with a “9”, this is for vendors whose vendor number is neither an FEIN or SSN, this is by policy only, not changed by the system

Type in a “7” and the dummy number in the vendor number field

The 1099 IND is “N”, the FEI/SSN is “O”, the Reason Code is “ADD” Vendor Type is “7” and the Ownership Code is “I” or other appropriate indicator

Do not use this process for a vendor who will only be paid one time, one time vendors will be discussed next

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S052 UC: 10 STATE OF OREGON 10/01/10 03:44 PMLINK TO: SYSTEMWIDE VENDOR PROFILE ACPT VENDOR NO: 7999000000 NAME CONTROL: TEST VENDOR NAME: TEST VENDOR 3 SEARCH NAMES: TEST VENDOR 3 VENDOR,TEST,3ALT VENDOR/FID: 1099 IND: N FEI/SSN IND: O REASON CODE: ADD VENDOR TYPE: 7 OWNRSHP CD: I TIN MATCH: TIN: 999000000 ADDRESS: STREET

CITY: SALEM ST: OR ZIP: 97301 CNTRY:VENDOR CONTACT: TAX OFFSET EXMPT: N TELEPHONE: 503 373 1044 EXT: FAX: HOLD RSN: PDT: MA EMAIL: PNI: AGY: 999 CONTACT: SOMEONE PHONE: 503 373 1044UPDATED BY: WHEELER, TIM DIR DEP DATE: ABA NUMBER: ACCT NO/TYPE: FORMAT:W9 REQUEST DATE: BU/WH EFF DATE: STATUS CODE: R EFF START DATE: 08252010 EFF END DATE: LAST PROC DATE: 08252010Z06 RECORD SUCCESSFULLY RECALLED

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Agencies with Clients or Vendors Using a Dummy Number

Prefix “7”

When SFMS reviews the vendor for activation, the vendor will not be TIN Matched with the IRS unless it appears that the number could be an SSN

If SFMS decides to TIN match the vendor and the vendor comes back as not a match, SFMS will activate the vendor since the vendor is set up with an “O” in the FEIN/SSN field

If the vendor comes back as a match and an SSN, SFMS will set up a new profile beginning with a “4” and the algorithm will be applied

If the vendor comes back as a match and an FEIN, SFMS will set up a new profile beginning with a “1”


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One Time Vendors

True one time vendors will no longer be profiled. Vendor information can be entered directly on the payment screen as long as the 1st digit is a “9” and the payment is non 1099-MISC reportable as determine on the D10 Comptroller Object. This process has not changed. If an agency needs to use a 1099-MISC reportable Comp Object, then the vendor needs to be set up with a “1” or “3” as the first digit.

SFMA Generated Transactions

Transactions automatically generated in SFMA from existing transactions may error after the algorithm is applied.

Examples of generated transactions where the original transaction included the original SSN vendor number are: warrant liquidation (producing the warrant), warrant cancels, warrant stop payments, and deposit reconciliation

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SFMA Generated Transactions

Vouchers waiting for a due date on the 530 screen at the time of the algorithm will have errors on the warrant liquidation transaction (ZE documents)

Deposits that have not been released from the 530 screen at the time of the algorithm may have errors on the deposit reconciliation transaction

SFMS will clear these errors, agencies do not need to take action

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Existing Document Supported Transactions

Subsequent transactions using existing document supported transactions in SFMA will error after the algorithm is applied

Examples of existing document supported transactions where the existing transaction included the original SSN vendor number are: encumbrances, deposit liability, travel advances (not if “1OR” number is used) and some accounts receivable

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Existing Document Supported Transactions

Agencies will need to request SFMS staff to temporarily activate the SSN vendor number to allow the existing document supported transaction to be cancelled and then agencies will need to create a new document supported transaction with the new algorithm number

Contact your SFMS agency support analyst to assist with finding existing documents with SSN as the vendor number

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Questions/Contacts

Questions regarding vendor profile setups: Vendor desk-Tammy Lyons 503-373-0256. Email requests to:

[email protected]. Fax Number: 503-378-8940

Assistance with clearing vendor errors on transactions: Agency Support Analysts:

Karen Morin 503-373-0251 Dianne Lay 503-373-0267 Imee Anderson 503-373-0098

Assistance with macros: Michael Makelacy 503-373-0747

SFMA Vendor Number and System Changes

Documents

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