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Chapter 5


Vendor Definition

 

Vendor Definition Overview

The vendor file in the BruinBuy system contains records for UCLA vendors and employees.  In BruinBuy, there are seven [7] categories of vendors

      Companies, suppliers, vendors or individuals from whom UCLA, UCOP, UCDC and UC Merced purchases goods and services resident in the vendor database

        	     Example:  ASUCLA - 000579 001 

    Current UCLA, UCOP and UC Merced employees [for reimbursements, refunds and travel]

o     Employee information, with the address specified as the home department, is updated nightly from the Payroll system.  All corrections to employee information must be initiated within the Payroll system.

                     Example:  Bruin, Jill - 010111 156E
 

    One Time Payees (individuals, other than employees, that will not be paid on a regular basis) such as honorariums, guest lecturers, speakers, research subjects.  

    UCOP EAP students who receive financial aid [used by EAP Program Only] 

                  Example:  Bruin, Wynona - 101112 124B       

          Current Procurement Card Users [used by Procurement Card holders only]

                           Example:  Bruin, Joe - 001998 147Q                

      Royalty Payments [for UCOP and OTT Departments Only]

                           Example:  Bruin, Willow - 002008 405R

      Current UCLA students [used by BAR System only]

                           Example:  Bruin, Jack - 001998 147S

 

                                                     

The vendor file is maintained by Accounts Payable.  If a vendor or vendor location cannot be located, a request may be submitted to create a new vendor by completing the Request for Vendor Setup [Q30] screen.


Log on to  www.bruinbuy.ucla.edu

Step 1 - Log on by entering your Oasis LogOn ID and then your Password. The BruinBuy Main Menu appears. 

 

 

Step 2 - Locate Suppliers and Catalog Menu for New Supplier Setup Request and click to open. 

 

 

Step 3 - Setting up a New Vendor - select by clicking on Set up a New Vendor.  You will need to follow the Vendor Format which is located on Accounts Payable website when setting up vendors.  To view and print go to www.accounting.ucla.edu

Helpful Hints

Enter complete address on Address Line 1.  Do not place the APT# , STE#  or UT# on Address Line 2. Example:  1235 Westwood Blvd Ste 302.  Foreign addresses do not have State or Zip codes. Do not add USA for US addresses.  Country Code is for foreign addresses only.

Step 4 - Enter the information request like the example below.  You will need to follow the Vendor Format which is located on Accounts Payable website when setting up vendors.  To view and print go to www.accounting.ucla.edu.

Helpful Hints:  Be sure to match the ID# with the vendor's name - Social Security Numbers - SSNs  [XXX-XX-XXXX] are for individuals and DBAs.  Federal Identification Number - FEINs [XX-XXXXXXX] are associated with companies.

REQUESTING A NEW COMPANY

 

Step 5 - Verify the information has been correctly entered and then select the Submit button.  Click enter only once - status will state complete on Queue Item number will appear.

 

Setting Up a DBA - Doing Business As

A DBA is a company doing business as but payable to the owner and under the owner's Social Security Number [SSN] rather than a Federal Employer Identification Number [FEIN].  You will need to follow the Vendor Format which is located on Accounts Payable website when setting up vendors.  To view and print go to www.accounting.ucla.edu.

Follow the same steps above - see example below:

 

Helpful Hints:  Do not use nicknames, initials or abbreviations.  Use the legal name given.  For example, for Bill Bruin the legal name may be William Bruin.  The Vendor Request should be:  Bruin, William.  For B J Smith, the Vendor Request should be Smith, Barbara Joe.  Do not use titles or periods in the Name field:  Dr., Ms., Mr., Esq., etc.  For individuals that are Juniors, Seniors, II, etc, the Vendor Name should be as follows:  Bruin, Jose Jr or Bruin, Boris  III.  You will need to follow the Vendor Format which is located on Accounts Payable website when setting up vendors.  To view and print go to www.accounting.ucla.edu.

SETTING UP AN INDIVIDUAL

 

 

Helpful Hints:  Do not use nicknames, initials or abbreviations.  Use the legal name given.  For example, for  Bill Bruin the legal name may be William Bruin.  The Vendor Request should be:  Bruin, William.  For B J Smith, the Vendor Request should be Smith, Barbara Joe.  Do not use titles or periods in the Name field:  Dr., Ms., Mr., Esq., etc.  For individuals that are Juniors, Seniors, II, etc, the Vendor Name should be as follows:  Bruin, Jose Jr or Bruin, Boris  III.  You will need to follow the Vendor Format which is located on Accounts Payable website when setting up vendors.  To view and print go to www.accounting.ucla.edu.

 

Changing an existing Vendor address

 There are two possible scenarios:

1. Changing the address from the old address to the new address.  To do this you would select Change the Current Address.  

2. Setting up a new location for the same vendor but at a different address, you would select Change the Current Vendor which will be the example.

Step 1 - Select Change the Current Vendor Info

Step 2 - Search the vendor record/base for vendor's VCK by selecting the    icon.

 

Step 3 - A Prompt screen will appear and then you will need to enter the vendor name to search for the vendor you are requesting the change for.

Step 4 - Select the Search button

 

Step 5 - The system will automatically search the PAC system for the vendor.

 

Step 6 - Click on the check Action Icon            to load the information into Q30.     By doing this, the system will automatically load the current information into the Supplier Request Screen.   

 

Step 7 - Change the information needed and then click on Submit Button. Your transaction is now completed and a queue number will appear.

 

 

Foreign Vendor Request

Foreign request do not require State or Zip Codes.  Place the postal code two spaces from the city name but do require Country Code.  See example below:

 

 

 

 

COMPLETED VENDOR REQUEST

Accounts Payable Customer Service processes Vendor Requests within five [5] business days.  A response will be sent to the queue of the requestor indicating approval or denial. 

Approval will result in an Information VCK queue message.  Vendor requests that are denied will result in a Vetoed VCK queue message. 

 

Vendors Required to Submit W-9

Purchasing and Accounts Payable require that new vendors fax a signed W-9 form directly to a secure server in order to get set up in the BruinBuy system. 

When possible, it's best to use the many existing vendors and contracts that have already been established by the University.  However, if a new vendor is needed for a unique product or service, departments may complete the New Vendor Request. 

The secure server fax number is [310] 405-6122

The IRS W-9 Form is available at http://www.irs.gov/pub/irs-pdf/fw9.pdf?portlet=3.  More information regarding the IRS W-9 Form is available in the Campus Services portal. 

Once Purchasing or Accounts Payable has received the vendor setup request from the department and the W-9 from the vendor, the new vendor will be set up in the system. 

A substitute W-9 form is available at http://www.accounting.ucla.edu/ap/forms/ucla_w9.pdf

 

Last Updated 10 October 2012