What is involved in setting up a PO vendor in KFS?
Information is sent to Procurement Services via KFS on the Requisition.
Procurement Services contacts the vendor by e-mail to request that the vendor complete an Automated Vendor Form (AVF) or Supplier Information Form and IRS Form W-9 or Form W-8. The vendor must complete and submit the AVF or complete the paper forms fully, and sign (if applicable) and return the forms to Procurement Services by fax or U.S. mail for processing. Because the tax documents contain sensitive information, they must not be emailed to Procurement Services.
Domestic vendors will be sent temporary login credentials to complete the online AVF.
Foreign vendors will be sent a link to the Supplier Information Form and W-8 forms.
Once the accurately completed forms are received in Procurement Services, a Procurement Services staff member enters the information in the Vendor e-doc (PVEN) in KFS.
If the paper forms are submitted, the Supplier Information Form and IRS Form W-9 or W-8 are scanned and attached to the PVEN. (If the AVF is submitted, no attachments are required.)
The PVEN is routed for approval within Procurement Services.
Once the vendor has been approved, KFS automatically assigns a vendor number to the PVEN.
The contract manager then uses the vendor number to pull the vendor record into the Requisition to continue the PO approval process.