NCAS

Requesting the Addition of a Non-Trade Vendor

After accessing the Accounts Payable module:

1. Type vsu in the next function field and press to access the Vendor Setup (VSU) screen.
2. Type the non-trade paying entity (XXPT) in the pay entity field.

Your agency and the OSC will determine the non-trade paying entity code.
3. Type the vendor's federal ID number or the social security number in the vendor no field. (Do not type hyphens.)
4. Type the vendor's group letter in the group field, if applicable.
5. Type the vendor's name in the vendor name field.
6. Type d in the vendor type field to indicate that this is a direct vendor.
7. Type the vendor name in the short name field. (Do not type any spaces between the names.)
8. Type the vendor's street address in the addr line 1 field of the REMIT TO section. Use addr line 2 to complete the address if additional space is required.
9. Type the vendor's phone number in the phone field if applicable.
10. Type the vendor's city in the addr line 3 field of the REMIT TO section.
11. Type the vendor's state in the state code field.
12. Type the vendor's zip code in the postal code field.
13. Type a contact name at the vendor's company in the contact field.
14. Press to add this vendor to your non-trade paying entity and to clear the screen.

Agencies may be required to report expenditures with vendors by county. If you know the county, you can find the corresponding code on the Description Table (DTL) screen. Once you have located the appropriate code, access the Vendor General Information (VGN) screen to add the code.
15. Type vgn in the next function field and press to access the Vendor General Information (VGN) screen.
16. Type the vendor's short name@ in the short name field.
17. Type the county code in the category codes 5 field and press to identify the correct county.
18. Type vpn in the next function field and press to access the Vendor Payable Information (VPN) screen.
19. Type your non-trade paying entity (XXPN) in the pay entity field.
20. Type the vendor's number in the vendor number field.
21. Type the vendor's group letter in the group field, if applicable.
22. Type the vendor's tax identification number (TIN) in the tax id number field to add the tax ID number.

If there is not a TIN in this field and this vendor has a 1099 transaction, 31% withholding will automatically be withheld from that transaction.
23. Press to add the vendor as a non-trade vendor.