9.2 Review Suppliers

Purpose:  To review existing suppliers in ctcLink.

Audience:  Accounts Payable and Purchasing staff.

How to review existing supplier in the system?

IMPORTANT: In ctcLink, suppliers are configured globally meaning the Supplier Database is shared across all the 34 college campuses and the State Board. Any changes to a supplier record will affect the other campuses.

  • Step 1: Verify the W-9 or W-8BEN Form

The first step in adding a supplier is to determine that the information provided on the W-9 or W-8BEN form is accurate. If the Supplier has not provided a W-9 or W-8BEN contact the supplier to request the appropriate documentation.

Note: It is important to have W-9 or W-8BEN attached with the supplier record for verification and approval.

  • Step 2: Search Supplier

Supplier search is important to ensure duplicate suppliers are not added to the database.

Use review supplier page to search for the suppliers in the PeopleSoft database by searching for each field separately to verify the supplier does not exist. There are four areas to search:

  1. ID Type (TIN / SSN)
  2. Name (Supplier Name)
  3. Short Name (Supplier Short name)
  4. Address (Supplier Address)

Review Suppliers

Navigation:  NavBar > Navigator > Suppliers > Suppliers Information > Add/Update > Review Suppliers

  1. The Review Suppliers page displays.
  2. Enter the SetID.
  3. First search supplier by ID Type.  Select from the ID Type from the drop-down list: i.e., Tax Identification Number / Social Security Number depending on what ID type you have in the W-9 Form of the Vendor.
  4. Select the Search button.
ID Type search

Note: When you search the remaining three areas, use Contains from the drop-down menu. Choices are:

  • Equal to
  • Contains
  • Not Equal to

This will expand the search limit.  Also try to search part of the Name instead of using the full name.

  1. If no result displays in the Search result, look for Supplier by Name.
  2. In the Name drop-down menu, select Contains to specify search type.
  3. Enter the Supplier name.
  4. Select the Search button.
  5. Review the Search Results for a supplier containing the word Data.
Search by Name
  1. If the results do not return the value you are searching for, do a Short Name search.
  2. Change the Short Name filter to Contains.
  3. Enter the Short Name.
  4. Select the Search button.
Short Name search
  1. If the supplier is still not listed, do a search by Address.
  2. In the Address drop-down menu, select Contains.
  3. Enter as much of the address as desired.  
  4. Select the Search button.
Search by Address
  1. If the address is not listed in the Search Results, it is time to add the supplier.
  2. Refer to QRG:  Adding a Supplier.
  3. The process to review suppliers is now complete.
  4. End of procedure.

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