Tips for Working with Vendors in DaFIS
Vendor Searches
Most people search by using the Vendor Name field. If you don't get any results, try using the Remit To Vendor Name field instead. The reason for trying your search in both fields is that some companies are called one name, but do business as another. For example, FLORIN COMPUTERS INC has a Remit To Vendor Name of INACOMP COMPUTER CENTERS.
Use a
wildcard (·*) before and after the most unique part of the vendor name. For example, if you're looking for Gateway Computers, but you're not sure if it's entered as THE GATEWAY COMPUTER COMPANY, GATEWAY COMPUTERS INC, or just GATEWAY, then try ·*GATEWAY·*. All vendor records with GATEWAY in the name will be displayed. You can also use
wildcards between letters. For example, A 1 INDUSTRIES might be listed in DaFIS as A 1, A-1, or A1. To find all possibilities, enter ·*A·*1·*INDUSTRIES·*.
You can also use other search fields, such as the city, phone number, or FEIN/SSN. For example, use the City field if you need to repair something and you'd prefer to find someone local. Keep in mind that the FEIN/SSN field is not a required field, so if you search on this field and don't get results, search again using one or more of the other fields.
Inactive Vendors/Addresses
Vendor numbers or addresses may be deactivated in the system for several reasons. Some of the most common reasons are if there are duplicate vendors in the system, if the vendor goes out of business, if the vendor merges with another vendor, if the vendor hasn't been used in 2 years, or if it's known ahead of time that the vendor will only be used one time.
When looking up vendors, the default setting is to show only active vendors, and of those, show only active addresses. However, you can choose to show only inactive (change the Active field to I), or show both active and inactive (change the Active field to B, or else leave the Active field blank).
Other Vendor Tips
Most vendors have multiple addresses associated with their vendor number. It is best to double-click on the blank vendor field on your document and then search for the vendor. This will give you a list of all the addresses associated with the vendor so you can select the correct one. If you simply type the vendor number into your document it may bring back an address that is different from the one you need.
Requesting a New Vendor or a Change to a Vendor
If the vendor you need to use is not in DaFIS, or if a vendor's information needs to be updated submit the appropriate
form.
When submitting a request to add an individual (e.g., for honoraria or services), include the Social Security Number and home address. This information is required per IRS regulations.
When submitting a vendor request for a company or organization, submit the full name and not acronyms. If you do not know what the acronym stands for, try to find out before submitting your request. Also, provide the Federal Employer Identification Number (FEIN) and a Web site.
Additional information on the vendor process is available on the
Accounting & Financial Services Web site.
Searching for and updating employees
If paying a UCD employee, be sure the Employee box is marked before double-clicking on the Vendor Number field. Use the example above of entering the most unique part of the person's name surrounded by wildcards. Note: Employee names are entered as LASTNAME,FIRSTNAME. There is
no space between the comma and first and last names.
If you still don't find the employee, check with your department payroll/personnel person to confirm that the employee has been entered into PPS. All employees with an active status are in DaFIS (it takes up to 48 hours for PPS updates to be recorded in DaFIS). If you still can't find the person, contact the
Help Desk for assistance.
If you find the employee record in DaFIS but it needs to be updated, complete a
Pay Disposition Form (UCDPAY1).
Use
