Searching for vendors
Searching for vendors in MIS Web Apps
First please log into MIS Web Apps. Next click PS Search Options and on the drop down menu select vendor name. When searching by vendor name you must use the naming conventions (example: United States Department of Agriculture = US Dept of AG). For more information concerning vendor and customer naming conventions please see our naming convention guide. Once you have entered the vendor name (Example: US Dept of AG) then click “Search” or press “Enter.” Next search the vendors and address sequences to see if your vendor address already exists. If the address exists then note the vendor number and the address sequence number and use them to create your voucher.
Searching for vendors in PeopleSoft production
First please log into PeopleSoft production and on the main menu please first click “Vendors” -> “Vendor Information” -> “Add/Update” -> “Vendor.” You will want to search by short name and the vendor short name is only the first 10 letters of the vendor name while using the vendor and customer naming conventions.
Here are a few examples:
- John Q Public = PUBLICJOHN
- University of Michigan = UNIVOFMI
Please note concerning vendor names;
- Vendor name searches are case sensitive, so please use ALL CAPS
- No spaces or punctuation is used in the Vendor Short Name.
- The 2 letter postal abbreviations are used in states listed in the vendor’s name
- Please use abbreviations for directions, i.e. N, S, E, W, NE, etc.
Once you have entered the vendor short name please click “Search” or hit “Enter.” Your search results will be listed below and then all you need to do is search for your mailing address listed in the description. If the address exists then note the vendor number and the address sequence number and use them to create your voucher.
Searching for vendors by social security number or by federal tax id number
First please log into PeopleSoft production and on the main menu please first click “Reporting Tools” -> ‘Query Viewer.” In the search box enter the query named “AP_VENDOR_TIN_SEARCH” and click “Search.” You may want to set this query as a favorite so that you can access it multiple times without having to search for it again. Next please click “HTML” and a new window will open. In the box next to “ID Num” enter the social security number or federal tax id number without and spaces, dashes, or any special characters and then click “View Results.” If a vendor already exists with the same federal tax ID number then it will be listed below. Please note the vendor number given to create your voucher.
Searching for an existing vendor
Requesting a new vendor
Requesting changes to an existing vendor
Before requesting a new vendor you must first search to see if the vendor already exists and if the address is already correct if it does exist. For instructions on how to search for existing vendors please see pages 1 through 9 of the NonPO Voucher Appendix 9.0.
If you have searched for your vendor and it does not exist then you will need to request that vendor to be created. For instructions on requesting a new vendor please see pages 10 through 16 of the NonPO Voucher Appendix 9.0.
If you have searched for your vendor and it does exist but an existing address sequence needs updated or an address needs to be added to the existing vendor then you will need to enter a request to change an existing vendor. For instructions on requesting a change to an existing vendor please see pages 19 through 20 of the NonPO Voucher Appendix 9.0.
If a vendor wants to receive a direct deposit instead of a check or they wish to have their accounts payable reimbursements deposited into a separate bank account than their payroll checks then they can request a non-payroll direct deposit be setup. Please have the vendor print off our non-payroll direct deposit form fill out the form and attach a “VOIDED” check and either mail the form to 325 Jesse Hall or fax it to 573/884-5572.
Sometimes a vendor address will be “NO ADDRESS PROVIDED – SEND TO CONTROLLER’S OFFICE” and anytime you see the above (subject line) on a vendor record – it is when the vendor was an active employee and they had their “home address – restricted” in HR Payroll.
Our Legal Office and the Controller’s Office have told us we need a statement from the terminated employee before we can update their vendor record to include their home address. The department needs to notify them they need to send an email to:
MU Payroll and MU Acctg - We need a statement from the vendor that they authorize the University of Missouri to remove the restriction they had placed on their home address while they were an employee. Then also provide their current home address. MU Payroll will keep a record of the email to include with the HR records so we don’t have to keep it.