NCAS

Making Taxpayer ID Number (TIN) Changes to Non-Trade Vendors

If the change is to the taxpayer identification number (TIN), access the Accounts Payable module:

Note: When making a change to the taxpayer identification number, you have to set up a new vendor under that new identification number.
1. Type vrs in the next function field and press to access the Remit to Vendor Setup (VRS) screen.
2. Type your non-trade paying entity in the pay entity field. Your agency and the OSC will determine your agency's non-trade paying entity.
3. Type the new TIN from the Form W-9, SSA Form 7028 or IRS 147C in the vendor number field and press Enter to display any vendor records with that TIN.
4. Look to make sure there is not already a vendor listed with the new TIN. If there is already a vendor set up, type vpn in the next function field and press Enter to access the VPN screen and proceed to Step 30. If not, continue on to the next step.
5. Type vsu in the next function field and press Enter to access the Vendor Setup (VSU) screen.
6. Type your non-trade paying entity in the pay entity field.
7. Type the correct taxpayer identification number from the Form W-9, SSA Form 7028 or IRS Letter 147C in the vendor no field.
8. Type the group letter, if applicable, in the group field.
9. Type the vendor's name in the vendor name field.
10. Type the vendor type in the vendor type field.
11. Type the vendor short name in the short name field.

Because non-trade vendors are not added by the OSC, use a name in the short name field that can be used to search for and retrieve this non-trade vendor.

12. Type the vendor's street or mailing address in the address line 1 field of the REMIT TO section.
13. Type the vendor's city in the address line 3 field.
14. Type the vendor's state (two-letter abbreviation) in the state code field.
15. Type a y in the val field.
16. Type the vendor's zip code in the postal code field. If possible use a nine-digit zip code.
17. Type the vendor's phone number in the phone field.
18. Type the vendor's contact name in the contact field.
19. Type the vendor's payment terms in the payment terms field.
20. press Enter to add this vendor to your non-trade paying entity.
21. Type vgn in the next function field and press Enter to access the Vendor General Information (VGN) screen.
22. Type your non-trade paying entity in the pay entity field.
23. Type the correct taxpayer identification number from the Form W-9, SSA Form 7028 or IRS Letter 147C in the vendor number field.
24. Type the group letter, if applicable, in the group field.
25. Type the county code in the category codes 5 field.

The codes entered in the category codes fields are used to generate reports about vendors used by NC state agencies. The first three category codes fields are used to input one or more vendor characteristics such as female-owned business, minority- owned business, and non-profit organization. The codes that you need to enter in these first three fields can be found on the Description Table (DTL) screen.

The category code 4 field is used to enter the vendor's order-from county code. The category code 5 field is used to enter the vendor's remit-to county code. The county codes for the fourth and fifth category code fields can also be located in the Description Table (DTL) screen.

26. press Enter to add the county code.
27. Type vpn in the next function field and press Enter to access the Vendor Payable Information (VPN) screen.
28. Type your non-trade paying entity in the pay entity field.
29. Type the correct vendor number from the Form W-9, SSA Form 7028 or IRS Letter 147C in the vendor number field.
30. Type the correct group letter, if applicable, in the group field.
31. Type the tax ID number in the tax id number field and press Enter to add the tax ID number.
32. Type c in the request field to change the tax ID number on the original vendor number.

You must change the tax ID number on the original vendor number to the correct TIN number from the Form W-9, SSA Form 7028 or IRS Letter 147C.

33. Type the vendor number listed on the CP2100 in the vendor number field.
34. Type the group letter listed on the CP2100, if applicable, in the group field and press Enter to access the original vendor information.
35. Type the correct tax ID number from the Form W-9 in the tax id number field and press Enter to change the tax ID number.
36. Type vsu in the next function field and press Enter to access the VSU screen.
37. Type c in the request field to change the status of the original vendor to inactive.
38. Type your non-trade paying entity in the pay entity field.
39. Type the vendor number listed on the CP2100 in the vendor no field.
40. Type the original group letter listed on the CP2100, if applicable, in the group field and press Enter to access the original vendor information.
41. Type "Use Vendor" and the correct vendor number from the Form W-9, SSA Form 7028 or IRS Letter 147C and group number in both address line 1 and address line 3 fields .

This information will default to the VSL screen as a reminder that the vendor number has changed.

42. Type h in the order hold field to hold any orders using the original vendor number.
43. Type i in the status field and press Enter to inactivate the original vendor number.