Vendor Set-up & Payments

Error Messages - No W-9 form received

“No W-9 form received” error message indicates that the transaction was coded as a service (7310 object code) and a ASU Substitute W9, standard W9 or W8 BEN form has not been submitted for a particular vendor; therefore this information has not been recorded in the Vendor Tables. The requesting department will need to obtain a completed form from the vendor. Once the requesting department has verified that the form has the same vendor name and ID number that is currently listed on the vendor tables, then the form will need to be submitted to the Advantage Helpline for further processing. Please be sure to include the address indicator, if applicable so that the correct vendor and address are updated.

DON’T USE. SEE VNA2

If a vendor changes their Federal Tax ID Number or an ASU-Affiliated Individual needs to change their vendor number (i.e. update vendor number to their ten-digit Affiliate ID number) then the invalid vendor number will be coded as “Do Not Use.” The invalid vendor number will be placed on a “Payment Hold” status which prevents payments from being issued to the invalid vendor number. If a vendor has been coded as “Do Not Use,” the valid vendor number can be found on the VNA2 table.

If a “DON’T USE. SEE VNA2” error message occurs or a “DNU” has been coded in the comment field of the VEN2 table, the correct vendor number is located on the VNA2 table.

Vendors are coded as Do Not Use and placed on a Payment Hold status for a variety of reasons. These reasons may include:

• Change or error in Vendor’s Federal Tax ID number
• Change in the Vendor’s Status (i.e. new hire, new student, terminated, graduated)
• Issues with the vendor reported by Accounts Payable, the Tax Department, Purchasing, etc.

For Assistance contact the Advantage Helpline:
Phone: 480.965.2334
Fax: 480.965.2625
Mail Code: 5812
AdvantageHelp@asu.edu
Hours: 8am-Noon, 1-5pm, MON-FRI