Vendor EDI Training

1
Vendor / EDI Training

• Department of Administration
• Division of Finance
• Nicki Germain - Vendors
• Corin Whittemore - EDI

2
Course Outline

• Vendor
• Vendor Records 1099 Reporting
• Vendor Inquire / LDAP Look up
• Vendor Transactions
• Add Vendor Transactions
• Change Vendor Transactions
• Address Verification
• EDI (Electronic Data Interchange)
• Basics
• Payments

3
Vendors - Introduction

• Accounting Procedures Manual (APM)
• Section 10 Vendors
• Vendor Quick Reference
• Main resource for all transactions in AKSAS
• Provides a general overview of and detailed
  procedures for processing vendor transactions in
  AKSAS.

4
Vendors - Introduction
5
Vendors - Introduction

• TERMINOLOGY
• Vendor The payee on a payment made through
  AKSAS
• Vendor Master File (VMF) - AKSAS database file
  containing vendor records.

6
Vendors - Introduction

• TERMINOLOGY (continued)
• Vendor Record An individual record in the VMF
  containing detailed information for a
  vendor/payee.
• Vendor Transaction A financial transaction in
  AKSAS adding a new or changing an existing vendor
  record.
• 505-10 Add Vendor Transaction
• 505-20 Change Vendor Transaction

7
Vendors - Introduction

• TERMINOLOGY (continued)
• Vendor Number - A unique eight-character (three
  alpha, five numeric) identifier on a vendor
  record.
• PVN (Pay Vendor Number) - A reference type used
  in warrant request and open item transactions to
  identify the payee. The associated reference
  number is the vendor number.

8
Vendors - Introduction

• Example of a Vendor Record

9
Vendors - Introduction

• Why are Vendor Records important?
• Payment method is driven from vendor records
• Vendor records contain necessary information for
  IRS required 1099 reporting of certain payments
  (1099-MISC)
• Allows tracking of payments made to a vendor

10
Vendors - Introduction

• Who is responsible for Vendor Records?
• Departments are responsible for obtaining
  accurate info from vendors/payees and for
  accurate input, review, and certification of
  vendor transactions.
• DOA/Finance manages the VMF by reviewing
  transactions for obvious errors and authorizes
  transactions.

11
Vendor Records and 1099 Reporting

• IRS requires 1099 reporting for certain payments
• Information in vendor records is used to do 1099
  reporting
• Departments are responsible for accurate 1099
  reporting
• State is fined for inaccurate 1099 reporting

12
Vendor Records and 1099 Reporting

• Two factors determine whether a payment must be
  reported (is 1099 reportable)
• Vendor business type
• Purchase type

13
Vendor Records and 1099 Reporting

• Vendor business type
• (Corporation, Partnership, Sole Proprietor )
• AKSAS vendor records
• Assign 1099 reportable status based on their
  business type Status on record drives 1099
  reporting
• Substitute Form W-9
• Tool for obtaining a vendors business type and
  tax id (see example in handouts)
• Vendor Quick Reference
• Shows which business types are 1099 reportable
• (included in handouts)

14
Vendor Records and 1099 Reporting

• Substitute Form W-9
• How to read the W-9 form
• What does Legal Name mean?
• What does Business Name mean?
• When does Parent Company / Subsidiary Company
  apply for vendor record information?
• Whos tax id should be provided?
• Note top right hand corner Return To section

15
Vendor Records and 1099 Reporting

• Vendor Quick Reference
• Use to determine the vendors 1099 reportable
  status based on their business type

16
Vendor Records and 1099 Reporting

• Purchase type
• There are two purchase types
• Goods
• Services
• AKSAS Account Codes (AC) identify the purchase
  type
• Goods Supplies 74000 AC series
• Services Contracts 73000 AC series

17
Vendor Records and 1099 Reporting

• Purchase type
• AKSAS Account Codes are assigned
• 1099 reportable status based on their
• purchase type
• Goods are NOT reportable (1099 N)
• Services ARE reportable (1099 Y)

18
Vendor Records and 1099 Reporting

• Purchase type
• AKSAS Account Code 1099 reportable status

19
Vendor Records and 1099 Reporting

• Two factors together determine whether the
  payment is reported on 1099-MISC

20
Vendor Records and 1099 Reporting

• Review
• IRS requires reporting for certain payments
• Two factors determine if a payment is reported
• Vendor business type 1099 reportable Y or N
  (Vendor Record)
• Purchase type 1099 reportable Y or N
• (AKASA Account Code)
• Departments are responsible for accurate 1099
  reporting
• State is fined for inaccurate 1099 reporting

21
Vendor Records and 1099 Reporting

• Exercise 1
• Determine if a payment is 1099 reportable
• Is the vendors business type 1099 reportable?
• Is the purchase type 1099 reportable?
• Is the payment 1099 reportable?

22
Vendor Records and 1099 Reporting

• Exercise 1 - Results

23
Vendor Records and 1099 Reporting

• Question answer session

24
Vendor Inquiry / LDAP Look up

• Use Vendor Inquiry to
• Determine if a vendor record exists in AKSAS
• For making a payment
• Before entering Add Vendor transactions
• Review existing vendor records
• Before entering Change Vendor transactions
• Research payments to vendors

25
Vendor Inquiry / LDAP Look up

• Vendor Inquiry Screen

26
Vendor Inquiry / LDAP Look up

• LDAP Look up
• LDAP is the State of Alaska Employee Directory,
  available on the States web site
• All SOA employees have access to LDAP

27
Vendor Inquiry / LDAP Look up

• EMP ID look up in LDAP

28
Vendor Inquiry / LDAP Look up

• EMP ID look up in LDAP
• State employees Legal Name and EMP ID (Employee
  ID) are listed in LDAP
• See the handout provided with this training for
  Step-by-step procedure for LDAP lookup.

29
Vendor Inquiry / LDAP Look up

• EMP ID look up in LDAP - Instructions

30
Vendor Inquiry / LDAP Look up

• Review
• Use Vendor Inquiry to
• Determine if a vendor exists in AKSAS
• Review existing vendor records
• Research payments to vendors
• Use LDAP Look up to
• Find a state employees legal name and EMP ID

31
Vendor Inquiry / LDAP Look up

• Question answer session

32
Vendor Transactions - Add Vendor

• When should you add a vendor record?
• If a vendor record doesnt exist in AKSAS and
• You need to make a payment, or
• You are establishing an open item (EN, Scheduled
  Payment) and need to reference the vendor record
• If a vendor record does exist in AKSAS and
• A 1099 NON-REPORTABLE vendor has multiple
  remittance addresses
• The vendors business type or ownership has
  changed, thus changing their TIN

33
Vendor Transactions - Add Vendor

• Step 1 Search
• Assume a vendor record already exists
• Use a variety of search methods
• If you find the vendor record,
• review all detail information for accuracy

34
Vendor Transactions - Add Vendor

• Step 2 Gather vendor information
• Use the Substitute Form W-9 to gather information

35
Vendor Transactions - Add Vendor

• Step 2 Gather vendor information
• Vendor Quick Reference

36
Vendor Transactions - Add Vendor

• Step 3 Input Add Vendor transaction

37
Vendor Transactions - Add Vendor

• Step 3 (a)
• STATUS (A/I) (required field)
• A (Active)

38
Vendor Transactions - Add Vendor

• Step 3 (b)
• VENDOR CLASS (required field)
• from Vendor Quick Reference
• MI Miscellaneous (Business Vendors)
• EW Election Worker
• BC Board/Commission Member
• SE State Employee
• PC Petty Cash Change Fund Custodian

39
Vendor Transactions - Add Vendor

• Step 3 (c)
• 1099 REPORTABLE (Y/N) (required field)
• from Vendor Quick Reference
• Defaults to Y
• Change to N as necessary

40
Vendor Transactions - Add Vendor

• Step 3 (c) (continued)
• 1099 REPORTABLE (Y/N) (required field)
• from Vendor Quick Reference
• Defaults to Y
• Change to N as necessary

41
Vendor Transactions - Add Vendor

• Step 3 (d)
• VENDOR DESC SHORT (required field)
• Enter the business name (DBA name) for a sole
  proprietor or subsidiary name for a
  parent/subsidiary company
• Enter the vendor name in all other cases
• Enter as much of the name as will fit
• Enter an individuals first and last name only.
  Do not enter the last name first or a middle name
  or initials

42
Vendor Transactions - Add Vendor

• Step 3 (e)
• VENDOR DESC LONG (required field)
• Line 1
• Enter the business name (DBA name) for a sole
  proprietor or subsidiary name for a
  parent/subsidiary company
• Enter the vendor name in all other cases
• Line 2 Enter the required text for the vendors
  business type (refer to Vendor Quick
  Reference)
• Line 3 Enter any additional information for the
  vendor
• Note DOF uses these lines to leave correction or
  clarification notes

43
Vendor Transactions - Add Vendor

• Step 3 (f)
• VENDOR NAME (required field)
• Enter the vendors Legal Name
• (name they use for IRS tax reporting)
• Must be the Legal Name their Tax ID is assigned
  to
• Individual owners name for a sole proprietorship
• If a subsidiary company uses the parent company
  tax id for their tax reporting, enter the Parent
  Companys name
• If in doubt, give the vendor the Sub Form W-9 to
  complete and return
• Note This field prints on the warrant and on
  the vendors 1099 form

44
Vendor Transactions - Add Vendor

• Step 3 (g) Domestic Address
• ADDRESS LINE 1
• (required in some cases)
• Enter DBA then the vendors business name
• (example DBA Business Sales)
• Business name of a sole proprietorship
• Subsidiary company name
• (If a subsidiary company uses the parent company
  tax id for their tax reporting)
• Note This field prints on the warrant and on the
  vendors 1099 form

45
Vendor Transactions - Add Vendor

• Step 3 (h) Domestic Address
• ADDRESS LINE 2, CITY, STATE, ZIP (required)
• Enter the vendors delivery address beginning on
  Line 2
• Use USPS approved abbreviations
• Note These fields print on the warrant and on
  the vendor 1099 form

46
Vendor Transactions - Add Vendor

• Step 3 (g and h) Foreign Address
• ADDRESS LINE 1 (required)
• Enter the vendors street address
• ADDRESS LINE 2 (required)
• Enter the city name, province, and any postal
  code
• CITY (required)
• Enter the country name
• STATE, ZIP - leave blank

47
Vendor Transactions - Add Vendor

• Step 3 (i)
• VENDOR CONTACT (optional)
• Enter a vendor contact name, fax number, or email
  address
• PHONE (optional)
• Enter the contact phone number
• EXT (optional)
• Enter the phone extension number if applicable

48
Vendor Transactions - Add Vendor

• Step 3 (j)
• TAX OR EMP ID (required in most cases)
• For MI, BC EW vendor class
• Enter the 9-digit TAX ID used by the person or
  business entered in the Vendor Name field to
  report taxes to the IRS
• Precede the number with EIN or SSN as applicable
• For SE PC vendor class
• Enter the 6-digit EMP ID as found on LDAP (State
  Employee Directory) for the state employee on the
  record
• Precede the number with EMP
• Foreign vendors
• Leave this field blank

49
Vendor Transactions - Add Vendor

• Step 4 Review Authorization
• Division of Finance (DOF)
• Reviews the transaction for obvious mistakes
• Adds notes in the Vendor Desc Long field
  regarding corrections or clarifications necessary
• Assigns a vendor number
• Authorizes the transaction
• Department monitors the transaction through the
  DM (document maintenance) screen for Division of
  Finance notes and authorization

50
Vendor Transactions - Add Vendor

• Step 5 Certify, Process, File Documents
• Department staff reviews and certifies the
  transaction
• The Certifying Officer is certifying that the
  information contained in the vendor transaction
  is true and accurate
• Verify the transaction processed
• Review DM screen
• View the vendor record online through Vendor
  Inquiry
• File processed FTPs and transaction back-up
  according to department procedures

51
Vendor Transactions - Add Vendor

• Exercise 2 - Prepare an Add Vendor transaction
• A thorough search has been completed and no
  vendor record was found in AKSAS
• Gather vendor information
• Review the vendor invoice
• Note Vital vendor information is missing
• Vendor was contacted and the following Sub Form
  W-9 was completed with the missing information

52
Vendor Transactions - Add Vendor

• Exercise 2 - Prepare an Add Vendor transaction
  (continued)
• Complete the highlighted fields of the Add Vendor
  transaction using the Vendor Quick Reference as a
  guide

53
Vendor Transactions - Add Vendor

• Exercise 2 - Results

54
Vendor Transactions - Add Vendor

• Review
• When should you add a vendor record?
• Vendor record does not exist in AKSAS
• Vendor record does exist, and
• A 1099 NON-REPORTABLE vendor has multiple
  remittance addresses
• Change of business type or ownership

55
Vendor Transactions - Add Vendor

• Review (continued)
• Steps in adding a vendor record
• Step 1 Search
• Step 2 Gather information
• Step 3 Input Add Vendor transaction
• Step 4 Use DM screen to review for authorization
• Step 5 Certify, process, and file documents

56
Vendor Transactions - Add Vendor

• Question answer session

57
Vendor Transactions - Change Vendor

• When should you change a vendor record?
• A vendors information has permanently changed
• Address
• Individuals name (marriage, divorce, etc.)
• Contact information, etc.
• A vendors business type or ownership has changed
• Both Add and Change Vendor transactions needed

58
Vendor Transactions - Change Vendor

• Step 1 Receive/obtain change information
• Invoice
• Change of address form
• Other vendor contact
• Form W-9

59
Vendor Transactions - Change Vendor

• Step 2 Search
• Find the existing vendor record
• Compare new information to existing vendor record
• Another department may have already changed the
  vendor record
• Additional changes may be needed
• Contact with vendor may be needed to clarify new
  information. (Form W-9)

60
Vendor Transactions - Change Vendor

• Step 3 What can be changed on a vendor record?
• Corrections can be made to all fields
  (typographical errors, incorrect information,
  etc.)
• Include a clear message to DOA/Finance on the
  transaction or by email when making this kind of
  change
• Changes can only be made to some fields

61
Vendor Transactions - Change Vendor
Step 3 What can be changed on a vendor record?
62
Vendor Transactions - Change Vendor

• Step 3 (a)
• STATUS (A/I)
• Change from Inactive (I) to Active (A)
• (reactivate)
• Generally allowed
• Not allowed for vendors inactivated for specific
  reasons noted in the Vendor Desc Long, including
• Duplicate vendor records
• Levy, lien, garnishment, etc.
• Change of business type or ownership

63
Vendor Transactions - Change Vendor

• Step 3 (a)
• STATUS (A/I) (continued)
• Change from Active (A) to Inactive (I)
• (inactivate)
• When business type or ownership changes
• When duplicate vendor record exists
• DOA/Finance inactivates for levy, lien,
  garnishment, etc.
• Otherwise not necessary. Will automatically
  inactivate if not used.

64
Vendor Transactions - Change Vendor

• Step 3 (b)
• VENDOR CLASS
• Generally not allowed
• Change from MI (Miscellaneous) to BC (Board /
  Commission Member) or from BC to MI is allowed

65
Vendor Transactions - Change Vendor

• Step 3 (c)
• 1099 REPORTABLE (Y/N)
• Correct errors in original entry ONLY
• You must include a clear message to DOA/Finance
  on the transaction or by email when making this
  kind of change
• If a vendors reportable status has changed,
  follow procedure for business type/ownership
  change.

66
Vendor Transactions - Change Vendor

• Step 3 (d)
• VENDOR DESC SHORT, VENDOR DESC LONG, VENDOR NAME
• Name change not connected to business type or
  ownership change (extremely rare)
• Contact the vendor to verify that the business
  type or ownership has not changed
• Add notes or additional information about this
  vendor (Vendor Desc Long Line 3)

67
Vendor Transactions - Change Vendor

• Step 3 (e)
• Vendor Address Line 1
• DBA name change not connected to business type or
  ownership change (extremely rare)
• Contact the vendor to verify that the business
  type or ownership has not changed
• Foreign vendor street address change

68
Vendor Transactions - Change Vendor

• Step 3 (f)
• Vendor Address Line 2, City, State, ZIP
• Permanent address changes
• Foreign vendor address change

69
Vendor Transactions - Change Vendor

• Step 3 (g)
• Vendor Contact, Phone, Ext
• All changes
• Caution Other departments may be using the
  existing contact information

70
Vendor Transactions - Change Vendor

• Step 3 (h)
• Tax OR EMP ID
• Correct errors in original entry (typos, etc.)
  ONLY
• You must include a clear message to DOA/Finance
  on the transaction or by email when making this
  kind of change

71
Vendor Transactions - Change Vendor

• Step 4 Input Change Vendor transaction
• Enter the vendor number
• Enter only the changed information in the
  applicable fields
• Any change made to a field overwrites the entire
  field
• To delete information in a field
• Text fields Enter an asterisk at the beginning
  of the field
• Number fields Enter 9s in the field

72
Vendor Transactions - Change Vendor

• Step 5 Review Authorization
• Division of Finance (DOF)
• Reviews the transaction for obvious mistakes
• Adds notes in the Vendor Desc Long field
  regarding corrections or clarifications necessary
• Authorizes the transaction
• Department monitors the transaction through the
  DM (document maintenance) screen for Division of
  Finance notes and authorization

73
Vendor Transactions - Change Vendor

• Step 6 Certify, process, and file documents
• Department staff reviews and certifies the
  transaction
• The Certifying Officer is certifying that the
  information contained in the vendor transaction
  is true and accurate
• Verify the transaction processed
• Review DM screen
• View the vendor record online through Vendor
  Inquiry
• File processed FTPs and transaction back-up
  according to department procedures

74
Vendor Transactions - Change Vendor

• Change of business type or ownership
• Vendors business type or ownership has changed
• Cues that this has happened include
• TIN has changed
• Name has changed
• Requires both Add and Change vendor transactions

75
Vendor Transactions - Change Vendor

• Change of business type or ownership
• Step 1 Change existing vendor record
• Follow Change Vendor procedures
• Change Status to Inactive (I)
• Include a reference to the new vendor record in
  the Vendor Desc Long Line 3 field
• CHG OWNERSHIP MM/DD/YY and
• NEW EINXXXXXXXXX
• or
• NEW SSNXXXXXXXXX

76
Vendor Transactions - Change Vendor

• Change of business type or ownership
• Step 2 Add vendor record with new information
• Follow Add Vendor procedures
• Include a reference to the old vendor record in
  the Vendor Desc Long Line 3 field
• CHG OWNERSHIP MM/DD/YY and
• OLD VNDR YYYXXXXX

77
Vendor Transactions - Change Vendor

• Exercise 3 Change of vendor business type
• Invoice indicates a change of business name
• Review existing vendor record to determine if a
  change vendor transaction is needed
• Vendor confirms the name change is due to a
  business type change
• Complete the highlighted fields of the Add and
  Change Vendor transactions

78
Vendor Transactions - Change Vendor

• Exercise 3 - Change Vendor results

79
Vendor Transactions - Change Vendor

• Exercise 3 - Add Vendor results

80
Vendor Transactions - Change Vendor

• Review
• When should you change a vendor record?
• A vendors information has permanently changed
• A vendors business type or ownership has changed
• Steps in changing a vendor record
• Step 1 Receive change information
• Step 2 Search Verify
• Step 3 Should you change the vendor record?

81
Vendor Transactions - Change Vendor

• Review (continued)
• Steps in changing a vendor record (continued)
• Step 4 Input change vendor transaction
• Step 5 Use DM screen to review for authorization
• Step 6 Certify, process, and file documents
• Change of business type or ownership
• Both Add and Change Vendor transactions needed

82
Vendor Transactions - Change Vendor

• Question answer session

83
Address Verification

• A sub-system that is applied to Add and Change
  vendor transactions
• Compares entered address to USPS address file
• Makes corrections where possible
• Displays address verification window with messages

84
Address Verification

• Three types of Address verification messages
• 1 - Correction Messages
• Review the address displayed in the Address
  Verification Window
• If correct, press ltEntergt to accept
• If incorrect, press ltPF1gt to manually correct the
  address you entered

85
Address Verification

• Three types of Address verification messages
• 2 - Information messages
• Review the address displayed in the Address
  Verification Window
• Press ltEntergt to accept

86
Address Verification

• Three types of Address verification messages
• 3 - Error messages
• Review the address you entered
• If you made a typographical error, press ltPF1gt to
  manually correct it
• Press ltEntergt to re-verify the address
• If error messages still exist, verify the address
  on the USPS web site

87
Address Verification

• Three types of Address verification messages
• 3 - Error messages - continued
• Go to the USPS web site to verify the address
• Web site address is http//www.usps.com/zip4
• Enter the address you are verifying and view all
  addresses displayed.
• There are three possibilities. Your address is
  either
• Correct exactly as you entered it, or
• Incorrect, and the correct address is displayed,
  or
• Not displayed on the USPS web site

88
Address Verification

• Three types of Address verification messages
• 3 - Error messages - continued
• Return to your transaction and take the following
  actions
• Correct Enter Address Verified w/USPS website
  in Line 3 of the Vendor Desc Long. Press ltPF4gt
  to override address verification
• Incorrect Enter the address exactly as displayed
  on the web site, and press ltEntergt to re-verify
• Not Displayed on USPS web site Contact the
  vendor to verify and correct the address

89
Address Verification

• Review
• Used in Add and Change vendor transactions
• Compares address entered with USPS address data
• Makes corrections where possible
• Displays Address Verification Window with
  messages
• Note A complete list of address verification
  messages and corrective actions is available in
  the Accounting Procedures Manual (APM) Section
  10 Vendors Address Verification

90
Address Verification

• Question answer session

91
EDI Introduction

• Accounting Procedures Manual (APM)
• Section 8 Payments Electronic Payments
• EDI Quick Reference
• Main resource for EDI procedures
• Provides detailed steps for processing EDI
  payments in AKSAS.

92
EDI - Introduction
93
EDI Introduction

• TERMINOLOGY
• EDI or FEDI Financial Electronic Data
  Interchange.
• Otherwise known as Direct Deposit
• ACH or NACHA - National Automated Clearing House
  Association electronic transmissions not wire
  transfers

94
EDI Introduction

• TERMINOLOGY Continued
• GEN The required reference to use on your EDI
  payment. This is the only AKSAS warrant
  reference where the data is transmitted to the
  vendor.
• ADDENDA An electronic reference, the
  information youve entered on the GEN line.

95
EDI Introduction

• TERMINOLOGY - Continued
• PRENOTE A zero dollar transaction used to test
  the electronic path.
• RETURNS and REVERSALS A payment that is
  cancelled or stop paid.

96
EDI Introduction

• Why is FEDI important?
• HB 494 went into effect 01-01-2006
• Stipulates that most payments must be made using
  the electronic method.
• Savings in the cost of warrants, postage.
  Increased security, less fraud/forgeries, no lost
  warrants.

97
EDI Introduction

• Who is responsible?
• DOA/Finance responsible for accuracy of payee
  banking information
• DOA/Finance to mail out EDI invitation letters to
  all existing vendors
• Agencies can encourage brand new vendors to sign
  up for EDI by pointing them to the EDI form on
  the Finance website.

98
EDI - Introduction
99
EDI Basics

• EDI Set Up
• Handout look at EDI form
• For EDI questions use the EDI contacts found on
  the DOA/Finance website under Services and
  Contacts.
• How to make a Stop Payment on an EDI warrant
• How a Vendor changes their EDI bank account
  information

100
EDI Basics

• EDI Set Up (continued)
• How a Vendor discontinues EDI payments
• AKSAS and AKPAY currently separate systems
• Provide voided checks
• Accurate vendor record address still needed on
  EDI payees for mailing 1099 Misc. form.

101
EDI Basics

• Determine EDI Capability
• Vendor search screen

,
102
EDI Basics

• Determine EDI Capability (continued)
• Vendor detail screen

103
EDI Basics

• Determine EDI Capability (continued)
• Vendor detail screen

104
EDI Basics

• Determine EDI Capability
• EDI Reports
• Agencies request to be added
• Vendors Pending Prenotification Report B87201
• Vendors Enabled for Payment Report B87202
• Sample included in handout

105
EDI Payments

• Making EDI Payments
• HB 494 rules
• Using the GEN reference
• What does the Vendor see?
• What should you enter?
• Use unique information such as Account or
  Invoice as much as possible
• Onscreen help available for Vendor record
  information

106
EDI Payments

• Making EDI Payments
• EDI Quick Reference
• Included in handouts
• Multiple or single addenda

107
EDI Payments

• Making EDI Payments
• Copy Reference Function

108
EDI Payments

• Making EDI Payments (continued)
• Copy reference function (continued)
• V Route code

109
EDI Payments

• Making EDI Payments (continued)
• Copy reference function (continued)
• V Route code

110
EDI Payments

• Making EDI Payments
• Commonly reported payment identification problems

111
EDI Future Improvements

• Future EDI Website
• Vendors will be able to log onto a protected
  section of the States website to view their
  payments
• Free Service
• Vendors use their PVN as their PIN
• Once this site is online, DOF will continue EDI
  invitation mail outs to comply with HB494

112
EDI Review

• EDI set up
• HB 494
• Using the GEN reference
• EDI copy reference
• V Route Code
• DOF EDI invitation mail outs to begin after EDI
  payment identification website up

113
EDI

• Question answer session

114
Final Review

• Summary of course
• Vendor
• Vendor Records 1099 Reporting
• Vendor Inquire / LDAP Look up
• Vendor Transactions
• Add Vendor Transactions
• Change Vendor Transactions
• Address Verification
• EDI (Electronic Data Interchange)
• Basics
• Payments

115
Final Review

• Where can you get more information?
• Vendors
• Accounting Procedures Manual (APM)
• Section 10 Vendors
• Vendor Quick Reference
• EDI
• Accounting Procedures Manual (APM)
• Section 8 Payments Electronic Payments
• EDI Quick Reference
• Note APM is available on DOF website

116
Final Review
117
Training Evaluation

• Please fill out the blank evaluation form
• Leave it on the table when you leave
• Your comments and suggestions help us to better
  serve your training needs
• Department of Administration
• Division of Finance
• Thank You!