The following instructions are for adding a new address to a vendor (supplier) or reactivating an existing vendor (supplier) record, using the KFS Vendor document.
Process Overview
Complete the instructions as outlined below for the KFS Vendor document. When completed, click the submit button, and the document will automatically route to Supplier Services. The initiator of the Vendor document will receive an FYI of the document in their KFS Action List when the vendor (supplier) record has been updated, with the new changes in effect.
Adding a New Address
Before adding a new address, please note the following reasons to NOT add a new address, if all other information for the address matches an existing address:
- Adding a customer number: there is a separate tab for that on the KFS Requisition document, so it can be added independent of the address
- Slight difference in the name: common occurrences are full name vs. acronym, with/without business designation (e.g., INC, LLC)
- Attention lines
1. From the KFS Main Menu, open the Vendor document. On the Document Overview Tab:
- Complete the Description field
- This is a required field for all KFS documents.
- Insert a basic description, such as “Updating vendor record to add new Sacramento address”.
2. Address tab:
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Address Type: Select the type that corresponds to how you plan to use this address (e.g., PO for purchasing, Remit for payment).
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Vendor Address Name: Does not have to be the same as the Vendor name, if they are doing business under another name – but you should always confirm that it is the same business.
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Address Lines
- Minimum for US address: Address 1, City, State, Postal Code; use other fields as needed.
- Minimum for Foreign: Address 1, City and Country; use other fields as needed
- Use official USPS abbreviations and avoid punctuation (e.g., use PO BOX, not P.O. BOX).
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Vendor Phone Number: Required for each address.
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Vendor Email Address: Required for each address.
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Click add Button
- Click the add button in order to add the address to the record.
- Continue to create as many addresses as needed.
3. Click the submit button at the bottom of the document.
Reactivating an Existing Vendor (Supplier) Record
Vendor (supplier) records automatically inactivate in the Kuali Financial System (KFS) if they have not been used on any KFS transactions for approximately two years (720 days).
In order to be used on a KFS transaction, the vendor record must be active in KFS.
If the vendor (supplier) record you want to use is currently inactive, please complete the following steps:
1. From the KFS Main Menu, open the Vendor document.
2. Before completing any of the steps below, first go to the Vendor tab, and in the Corporate Information section, check to see that the Debarred indicator is set to NO. If it is set to YES, please contact Supplier Services at vendordesk@ucdavis.edu before proceeding further.
3. Document Overview tab:
- Complete the Description field
- This is a required field for all KFS documents.
- Insert a basic description, such as “Reactivating vendor record to use for upcoming purchase”.
4. Vendor tab:
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In the Detail Information section (new section), check the Active box.
5. Notes and Attachments tab:
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In the Notes and Attachments section, add supporting details indicating why the vendor (supplier) record is being reactivated.
6. Click the submit button at the bottom of the document.