How to look up a vendor in the database

1. How to look up a vendor in the database

2. Vendor information can be entered using three different methods: We will explore each of these procedures on the following screens. Note: The Vendor Screen is displayed during the requisition entry process—when the "X" in the “SUGGESTED VENDORS?” box on the General Data Screen remains checked.

3. PAS Requisition Entry ­ Vendor Screen The Vendor-screen is displayed as part of the requisition-entry process: ES ) This will take you to “Buying – Vendor Search” screen for Order Addresses. In the Action-box, enter [7] for VENDOR SEARCH and [Enter]

4. PAS Requisition Entry ­ Buying - Vendor Search Screen Type in the name of Vendor + [Enter] • TIPS • use UPPER-CASE letters; (lower-case letters should not be used) • use the full vendor name when possible • try vendor name variations & standard abbreviations The next screen will provide results of vendor-search process.

5. PAS Requisition Entry Vendor Screen with results of vendor-search process • This screen shows: • there was a match on Vendor name entered (Turner Biosystems) • the Vendor number is displayed • the Vendor is in a Valid status • there are “Additional Vendors” To view Additional Vendors on subsequent screens, type [10] in the ACTION-box and [Enter]

6. PAS Requisition Entry ­ Vendor Screen To select the vendor data displayed in the Vendor search screen, there are two steps: X Notice that Action 4, “Modify” appears in the Action Box. If you have information to enter in the Contact/Phone field, enter the data before sending the screen. If you do not have Contact/Phone information, simply press [Enter]. If the information is accurate and complete, [Enter] to send the screen again to "accept" the data as shown.

7. Vendor number entry The vendor number and address sequence number is typed into the appropriate fields and “sent”, which subsequently displays the data retrieved from the PAS vendor file. This method is useful for entering frequently used vendors. Both the vendor number and the address sequence number need to be entered as they appear in the PAS Vendor File. Note: Vendor Search can be used to obtain vendor numbers and address sequence numbers for use at a later time.

8. Vendor number entry Step 1: Type vendor number & address sequence + [Enter] This is what the system will show:

9. Manual Entry of Vendor Information If you did not find the correct vendor in the vendor file you will need to manually enter the information into the system. • Note: • This should only be done if the vendor is not in the vendor file.

10. Resources: If you have questions, contact the Procurement Customer Service unit at: Phone: 206-543-4500 Email: PCShelp@uw.edu