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Creating a New Vendor

The following instructions are for the basic creation of a vendor. 

Additional fields may be used, depending upon the purpose of the vendor and the information that you have available.

Document Overview Tab

  1. Complete the Description Field

    • This is a required field for all KFS documents.

    • Insert a basic description, such as “Adding vendor Acme Construction”.

Vendor Tab

  1. Complete the Vendor Type Field

    • The default is PO.

    • Choose the type matching how you plan to use the vendor (e.g., PO for purchasing, DV for a straight payment, such as a membership).

  2. Is this a foreign vendor? This field defaults to "No." Only change if applicable.

  3. Complete the Vendor Name or Vendor First and Vendor Last

    • These fields cannot be used together.

    • Vendor Name can be used either for companies or for individuals (type their first and last name, in that case); you can use Vendor First and Vendor Last for individuals, but be aware that they will then appear as "LastName, FirstName" in all searches.

  4. Does this vendor have a presence in California? If the vendor has an address in California, check the box.

  5. Vendor Collects Sales Tax? If vendor is in California, or you are unsure of the tax status, mark “Yes”.

  6. Tax ID Field: If you have it, enter it; the Vendor Desk will verify and/or enter when they receive the W9 from the vendor.

Address Tab

  1. Complete Address Type Field

    • Must have at least one address that matches the type of vendor: PO for PO type; Remit for DV type.

    • If using vendor on a purchasing document, must have one address that is Purchasing type.

  2. Complete Vendor Address Name Field: Does not have to be the same as the Vendor name, if they are doing business under another name.

  3. 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).

  4. Vendor Phone Number: required for each address.

  5. Email Address: required for each address.

  6. Click "Add" button.

    • Click this in order to add the address to the record.

    • Continue to create as many addresses as needed or known for the vendor.

Notes & Attachments Tab

As stewards of the university it is important that we protect the personal information of our customers, both internal and external.

  1. Note Text Field: Include a brief note describing what you are attaching.

  2. Attached File: Browse for the BIF, insurance file or other document that you have for the vendor.

  3. Attachment Type: Select the appropriate type.

  4. Click "Add" Button.

    • Click to add the note and attachment.

    • Additional notes and attachments can be added.

Remember: the explanation field can be used to communicate information to the supplier team without making it part of the visible record.

When adding individuals please include the answers to these general questions in the explanation field for faster approval:

  • Why is this vendor being setup?
  • What are we paying them for?
  • Are they paying UC Davis?
  • Will any payment be over $500.00?
  • Please verify they are NOT a student employee or UC Davis employee or Affiliate. 

When completed, submit document for routing to the vendor desk.

You will receive an FYI of the document, in your action list, when the vendor record has been added. For new vendors, they will initially be added as inactive. When we have received a W-9 from the vendor, and can verify their details, we will send another FYI vendor document to alert you that the vendor is ready to be used.