Review Suppliers

Purpose:  To review existing suppliers in ctcLink.

Audience:  Accounts Payable and Purchasing staff.

You must have at least one of these local college managed security roles:

  • ZD Accounts Payable Inquiry
  • ZD Purchasing Inquiry
  • ZZ Supplier Entry

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

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: Suppliers > Suppliers Information > Add/Update > Review Suppliers

The default search option is 'Equal to'. Use the drop-down arrow to select the system to search by:  

  • Contains*
  • Equal to
  • Not Equal to

*The 'Contains' option will expand the search limit and try to search part of the 'Withholding Name' instead of using the full name.

  1. The Review Suppliers Search Criteria page displays.
  2. The SetID defaults to WACTC.
  3. Enter or lookup the Supplier ID.
  4. Select the Search button.
Enter Supplier ID and select search
  1. Optional to use a variety of ways to lookup or review Suppliers. Here's a few examples;
Search 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. Select the Search button. Results will populate below.

Search by ID Type
Search by Name

In the Name drop-down menu, select 'Contains' to specify search type. Enter the Supplier name. Select the Search button and results will populate below.

Search by name contains something
Search by Short Name

Select the Short Name filter to 'Contains'. Manually enter (or select the search icon) part of the Short Name, select the Search button. The results will populate below.

Search by the Short name option
Search by Address

In the Address drop-down menu, select Contains. Enter as much of the address as desired and select the Search button.

Search by Address
  1. If the address is not listed in any of the Search Results, it is time to add the supplier.
  2. Please refer to QRG: Adding a Supplier.
No results, then it's time to Add a Supplier
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Review Suppliers. This link will open in a new tab/window.


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