Vendor Set-up & Payments

Existing Vendors - Updating Vendor Information

If a vendor’s information on the Vendor Table requires updating, please complete a Vendor Change Form. Please provide the following information:

• Vendor number
• Vendor name
• All vendor information that requires updating
• Requester’s name and phone number (person completing form)

Send the completed Vendor Change Form and Accepted Backup documentation via campus-mail or fax to:

Advantage Helpline
Financial Services
Mail Code 5812
Fax 480-965-2625

Additional Addresses

Many vendors have different locations of their company. These vendors will need to have additional addresses and vendor codes for their company setup on the vendor tables prior to being used on documents. For additional addresses, the vendor codes will have a suffix or address indicators for each location that identifies an additional address or location for a particular vendor. Separate vendor entries and backup documentation will need to be submitted. See the New Vendors section for more information.

Do Not Use Vendors

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.