Transcript OnBase

OnBase
Vendor Management:
New Vendor Request Processing
Prepared by CMSD Office of the
Chief Financial Officer September, 2009
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To begin, log on to Internet Explorer.
Log in to the OnBase Test site at:
http://srlc9onb02/AppNet/Login.aspx
 Log in Page – use your FMS username
and your OnBase password.
 The first time you log on, your password is
“password”. The system will prompt you to
change your password after your first sign
on.
 Be sure HTML is checked, not the Active X
 Log in.
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Chief Financial Officer September, 2009
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Log In Screen
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Chief Financial Officer September, 2009
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PASSWORD
 You will receive the change password prompt
screen. Enter ‘password’ in the current password
field and create your new password in the ‘new
password’ and ‘verify password’ fields.
 When the password has been changed, you will
receive the password successfully changed
dialogue box. Click on the O.K. button.
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Chief Financial Officer September, 2009
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Create a New Vendor Request:
 To create a new vendor request, click
Document Retrieval>New Form.
From the Forms listing that is
displayed, select ‘VM-EForm New
Vendor Request’.
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Chief Financial Officer September, 2009
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 The new vendor
request form will load
(see blank form
image on next page).
Complete the
appropriate fields
based on vendor
information.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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There are three main procedures involved in the
vendor management request process:
1. Requesting a new vendor when you have the W-9
completed form in hand. The W-9 required box is
left blank and the Tax ID information must be
included.
a. In this case, you will complete the form with all
information that is available, including: vendor name,
complete address, any phone numbers, Tax ID number,
and any remittance information.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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b.
c.
The W-9 form must be forwarded to Purchasing so
they can complete the vendor request process. They
will scan this form into OnBase and link it to the
vendor request form for future review.
When you are satisfied that your form is complete
and accurate, you can submit it by pressing the
submit button. You will receive the message screen
below.
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Chief Financial Officer September, 2009
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d. This form will then be routed to the Purchasing
approval queue where it will be reviewed and any
further processing is completed.
e. A validation of the vendor is complete at this time.
The system checks on the internet and does a match
on the vendor name and address.
f. When your request has been approved, it will be
assigned a new vendor number and will be entered
into the FMS vendor file.
g. The user will be notified when complete via an
OnBase mail message.
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Chief Financial Officer September, 2009
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2.
Requesting a new vendor without a
W-9 form.
a.
Enter the information known about the new vendor.
The name and address it is doing business as must
be entered. Enter all information available about this
new vendor, including any phone numbers.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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b. Submit this form when complete. You will get
the message screen below:
c. The form will then get routed to the Purchasing
approval queue where a validation of the vendor
is completed. The system checks on the
internet for a match of the vendor name and
address.
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Chief Financial Officer September, 2009
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d.
The W-9 form and a letter to the vendor will be printed out
and mailed to the vendor. At this time, the system assigns
a new vendor number. The vendor request waits until the
completed W-9 form is received for future processing.
e.
Upon the return of the completed signed form, Purchasing
will scan it in and link it to your request.
f.
When this is complete, the system will add the assigned
new vendor number to the FMS vendor file.
g.
The initiator of this request will be notified via an OnBase
mail message when complete (see the following image.)
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Chief Financial Officer September, 2009
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3. TYPO – This type of request updates an
existing FMS vendor.
a. When filling in this form, the vendor number
must be entered exactly as it is in FMS and any
changes necessary.
b. Each field that is entered will be changed in the
FMS vendor file. You only have to enter the
data in the field that you want to be changed.
In the following instance, the name change is
requested.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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c.
Remittance fields can be added but cannot be
removed using this process. Any remit fields that
you need eliminated must be requested through
Purchasing.
d.
A new vendor number is not issued for a TYPO
vendor.
e.
This form is submitted and then routed to Purchasing
for review and approval. If it is approved, the
system will update the FMS vendor file.
Copies of the vendor letter and the system filled in
W-9 Form follow:
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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FIELDS:
Requestor – This field will be populated by the system as
the user who is logged in and who initiated the form.
Department – Enter the name of your department.
Phone – Enter your work phone number. This is the
contact of the user who is making the request. It will
be utilized in case Purchasing has additional
questions.
Vendor Number – This field is only filled in when the user
is requesting a change to an already existing FMS
vendor. This is called a TYPO change.
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Chief Financial Officer September, 2009
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TYPO – This box is checked when a change is requested to an
already existing FMS vendor. The FMS vendor number must
be entered. Any field that is to be changed must be
entered on the form. This data, and only this data, will be
used to update the existing FMS vendor. If there is remit
information that needs to be eliminated, this cannot be
done in this process; a request to Purchasing must be
completed via phone or email. This field is left
unchecked for a new vendor request. If this TYPO
box is left unchecked, the system will attempt to
assign a new vendor number.
Tax ID and Type – When a vendor request includes a W-9
Form, the Tax ID field must be filled in with the Tax ID
number in order to link the approved request with the W-9
form. This form will be scanned into OnBase via
Purchasing.
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Chief Financial Officer September, 2009
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W-9 Required –This field is checked when a W-9 form is not
received with the request for a new vendor. The system will
know that it needs to print the vendor letter and the W-9
form for further processing and mailing to the vendor.
When the W-9 required field is checked, the system knows
that one will be scanned in and the Tax ID information is
available.
Remit Fields – These fields are filled in if the remittance of the
check goes to a different address. These fields are filled in
on FMS to be used in the A/P check processing.
FINDING YOUR REQUEST: A custom query has been
designed that will enable you to find your request and see
where it stands in the process. Following the instructions
that follow:
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Chief Financial Officer September, 2009
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FILE>OPEN>CUSTOM QUERY
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Chief Financial Officer September, 2009
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Select VM-EForm Vendor Request – The HTML query will
appear. You can search by the fields listed below. Enter
the field requested and press the submit button. All
instances of that vendor will appear in a hit list (see
sample below):
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Chief Financial Officer September, 2009
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The sample listed below is a search for vendor 283447111 –
and all instances of this vendor that have been submitted in
OnBase.
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Chief Financial Officer September, 2009
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Chief Financial Officer September, 2009
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Double click on the request that you want to review. The
image of your original vendor request will appear.
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Chief Financial Officer September, 2009
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