OnBase

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OnBase

• Vendor Management
• New Vendor Request Processing

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To begin, log on to Internet Explorer.Log in to
the OnBase Test site athttp//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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Log In Screen
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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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Create a New Vendor Request

• To create a new vendor request, click Document
  RetrievalgtNew Form. From the Forms listing that
  is displayed, select VM-EForm New Vendor
  Request.

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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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• There are three main procedures involved in the
  vendor management request process
• 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.
• 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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• b. 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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• This form will then be routed to the Purchasing
  approval queue where it will be reviewed and any
  further processing is completed.
• 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.
• 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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• 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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• 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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• 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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• TYPO This type of request updates an existing
  FMS vendor.
• When filling in this form, the vendor number must
  be entered exactly as it is in FMS and any
  changes necessary.
• 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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• Remittance fields can be added but cannot be
  removed using this process. Any remit fields
  that you need eliminated must be requested
  through Purchasing.
• A new vendor number is not issued for a TYPO
  vendor.
• 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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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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• 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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• 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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• FILEgtOPENgtCUSTOM QUERY

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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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• 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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• Double click on the request that you want to
  review. The image of your original vendor
  request will appear.