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Vendor Processing - View and Maintain Vendor Information

Overview

Lookup/View Vendor

Add Vendor

Modify Vendor

Foreign Vendors
Add Foreign Vendor
Modify Foreign Vendor

Resources
Contact Information

Overview
As needed, vendor information may be added to the system or modified for individuals or sole proprietors, for corporations, partnerships, or attorneys, or for non-employees for refunds or reimbursements. The Add Vendor Form or Modify Vendor Form and attached W-9 (if required) and Conflict of Interest Certification Statement will be electronically submitted to Accounting Services for approval and processing.  You will receive email notification once the vendor is set up.

Look Up/View Vendor
NUFinancials vendor information can be viewed by looking up the vendor via a Cognos query.  Access to the Cognos query is through the NUPortal: Staff tab > Purchasing & Payments tab > Vendor Add/Maintenance (at the bottom right of NUPortal page) > *Note section (at the bottom of the Vendor Add/Maintenance section).

Add Vendor
To request a new vendor, go to the NUPortal: Staff tab > Purchasing & Payments tab > Vendor Add/Maintenance (at the bottom right of NUPortal page).   

To add a vendor, the school/department user must provide the following information:

  • IRS Form W-9 Request for Taxpayer Identification Number and Certification,
    completed and signed by the vendor.  The W-9 form is required only for payment of services, speaker fees or honoraria*.  It is not required for one-time only reimbursements and refunds. See W-9 FAQs for more information. If you try to upload the W-9 as an attachment and the application freezes, check the size and format of the file.
    • Uploaded files must be smaller than 5 mb.
    • The TIF file format is not supported.   Attachments that will be uploaded should be saved using JPG, BMP or PDF file formats.
    • If scanning, please only include the main page (not instructions)
    • 
  • Conflict of Interest Certification Statement  The certification statement is required to be completed and signed by the individual(s) who selected or directed the vendor to be added to NUFinancials.  The certification statement is required for payment of goods, services, speaker fees or honoraria*.  It is not required for one-time only reimbursements and refunds.  See the Conflict of Interest  FAQs for more information. If you try to upload the COI form as an attachment and the application freezes, check the size and format of the file.
    • Uploaded files must be smaller than 5 mb.
    • The TIF file format is not supported.   Attachments that will be uploaded should be saved using JPG, BMP or PDF file formats.
  • Vendor Name
  • Vendor Classification
  • Vendor FEIN (Federal ID Number) or SSN (Social Security Number) if individual contractor - enter numerics only; do not include hyphens
  • Vendor Address, City, State, Zip, and Country
  • Vendor contact name, email, phone, and fax
  • Supplier diversity information

To step through the process to add a vendor, refer to the NUFinancials Submit Request to Add/Update Vendor training materials.

*For addtional information on honoraria, see:

http://www.northwestern.edu/financial-operations/policies-procedures/purchasing/purchasingpaymentother.html

Modify Vendor
Vendor maintenance is initiated through the NUPortal: Staff tab > Purchasing & Payments tab > Vendor Add/Maintenance (at the bottom right of NUPortal page).  

The following information is required:

  • Vendor ID
  • Vendor Name
  • Vendor Address, City, State, Zip, and Country
  • IRS Form W-9 Request for Taxpayer Identification Number and Certification, completed and signed by the vendor, if vendor name or tax identification number will be modified.  See W-9 FAQs for more information.

To step through the process to modify a vendor, refer to the NUFinancials Submit Request to Add/Update Vendor training materials .

Foreign Vendors
Foreign vendors are entered into NUFinancials in a similar fashion to domestic vendors.  The vendor code request will be added via the NUPortal: Staff tab > Purchasing & Payments tab > Vendor Add/Maintenance (at the bottom right of NUPortal page).

Add Foreign Vendor

  • Required Attachment - Attach the invoice for verification of the foreign address.  You must attach a document to a new vendor request, and the W-9 is not required for foreign vendors.  If the application freezes when you try to upload the invoice, check the size and format of the file.
    • Uploaded files must be smaller than 5 mb.
    • The TIF file format is not supported.   Attachments that will be uploaded should be saved using JPG, BMP or PDF file formats.
    • If scanning, please include the fewest possible pages.
  • Tax ID Number - Use 999999999 (no hyphens).  Foreign vendors do not have Tax Identification Numbers. 
  • Address - Foreign address information may not match up with the fields on the vendor code request panels.  Please enter information as follows:
    • Enter the information into the existing fields to the best of your ability.
    • You will be required to complete the State and ZIP Code fields even though the vendor is foreign.
    • Please use IL for the State and 60208 for the ZIP Code.
    • The Accounting Services Transaction Support Team (TST) will remove the erroneous information as the foreign address is formatted.  
  • Additional Information - In the Additional Information box on the bottom of page 2 of the Vendor Add Request please be sure to indicate that this is a foreign vendor and include any other helpful information that does not fit within the address fields (for example: country).

Modify Foreign Vendor
Changes to existing foreign vendor information are processed through the NUPortal: Staff tab > Purchasing & Payments tab > Vendor Add/Maintenance (at the bottom right of NUPortal page).

Resources

 

Contact Information

Questions about…

Vendor maintenance?

Contact Elizabeth Gladic, Accounting Services at 847-491-5338 or e-gladic@northwestern.edu