Vendor File Management and Supplier Processing

1. Log into NUFinancials using the NUPortal.
2. Navigate to Navigator > Suppliers > Supplier Information > Add/Update > Review Suppliers
3. The Review Suppliers module will offer various search options, including Name, Address, City/State, and Vendor ID among other options.
   1. Change the search fields from "Equal to" to "Contains" and reduce the number of characters (e.g. exclude Inc.) to broaden search results;
   2. Entering data into fields will limit search results – for example, you can enter a city along with name to limit results).
4. After you've entered information into the fields, click "Search" to see the results which will appear below the search options.

1. Log into the NUPortal
2. Navigate to Financial (link at left) > Purchasing tab (at top) > Vendor Add/Maintenance > Vendor Look-up (you will need access to the Cognos Supply Chain folder).
3. Click on the Vendor Look-up hyperlink which will open a new page with the header "SC025 - Vendor Info Query - Expanded Search"; below the header will be various search options/filters. Click search to see each result after keyword entry.
   1. Change the search fields from "Starts with" to "Contains" and reduce the number of characters (e.g. exclude Inc.) to broaden search results (click Options" under each keyword search box);
   2. Entering data into fields will limit search results – for example, you can enter an address along with name to limit results;
   3. Remember to click the "Insert" button to let the system know what you'd like to see in the report).
4. After you've entered information into the fields and inserted the applicable results into "Choice", click "Finish" at the bottom of the page; Cognos will navigate to a new page with details for the vendor in the search. (inactive vendors will show up as blank in the report)

Note – you may also access the SC025 report from Cognos, navigation: Public Folders > Finance Facilities and Research Administration > School > Supply Chain

If you are unable to locate a supplier using the above noted search options, but believe that the supplier should be in the system, please contact the Vendor File Management Team at the number listed below for assistance.

Prior to requesting a new supplier, please visit the Preferred Vendors list (SSO required) to search Preferred Vendors that may also be accessible via the iBuyNU Marketplace. To request a new supplier code, please use the current form available in the NUPortal.

Search for an Existing Supplier in NU Financials (follow the View Existing Suppliers instructions).

For all of the following forms that need signature, it must have a wet or digitally encrypted signature.

• Company or Attorney
  • IRS W-9 Form and Tax ID (FEIN / SSN)
  • Conflict of Interest Form
  • Name, Address, City, general Phone or Email, State, Zip, Country
  • Fax or Email for Purchase Order
• Independent Contractor
  • IRS W-9 or and Tax ID (FEIN / SSN)
  • Conflict of Interest Form
  • OnBase Worker Classification Form
  • Name, Address, City, general Phone or Email, State, Zip, Country
• Refund
  • Type and Proof of Payment (e.g. Signed Visitor Expense Report and receipts, etc.),
  • Name, Address, City, general Phone or Email, State, Zip, Country
• Supplemental Instructions
  • W-9 Form and W-8 (IRS) Forms must be the most recent version of the form from March 2024, completed and signed (a date within the last 12 months) by the vendor.
  • COI: must be completed and signed by the department at NU, not the vendor.
  • OnBase Worker Classification Form must be completed and signed by the department at NU prior to work being done.
  • Vendor File Management will screen vendors in Visual Compliance for potential debarment.

Note: Supplier registration requests for payment of honoraria, awards, prizes, human research subjects and royalties do not require the OnBaseWorker Classification form. When a speaking engagement has a contract, no honorarium is used. Instead, an invoice is submitted for services rendered. For these types of payments, visit the Honorariums, Awards and Prizes page.

Questions about how to classify a payment? Contact Human Resources Compensation at hrcompensation@northwestern.edu subject line "Worker Classification."

• Please use the current form available in the NUPortal (under the Financial tab > Purchasing > Vendor File Management)
• Job Aid: Review or Edit a Supplier Request in Knowledge Base

Search for an Existing Supplier in NU Financials (follow the View Existing Suppliers instructions).

• Modify a Supplier Name / Tax ID
  • Supplier ID and Supplier Name
  • New Supplier Name / Tax ID (FEIN / SSN)
  • IRS W-9 Form or IRS W-8 Form
  • Vendor File Management will screen vendors in Visual Compliance for potential debarment.
• Modify a Supplier Address
  • Supplier ID and Supplier Name
  • Indicate if the Address is for Order or Remit
  • Add Address, City, General Phone or Email, State, Zip, Country
• Add a New Address for the Supplier
  • Supplier ID and Supplier Name
  • Indicate if the Address is for Order or Remit
  • Add Address, City, General Phone or Email, State, Zip, Country
• Supplemental Instructions
  • See View Existing Suppliers for instructions on how to locate for the Vendor ID/Name.
  • IRS W-9 Form or IRS W-8 Form must be the most recent version of the form, completed and signed (a date within the last 12 months) by the supplier.

• Please use the current form available in the NUPortal
• Supplier Registration (eLearning)

Review or Edit a Supplier Request in NUFinancials