Files > VENDOR EDIT

name

VENDOR EDIT

number

440.3

location

^PRC(440.3,

description

This file contains the listing of Vendors used by the facility. The data includes the name, address, contact person, contract number and FPDS data used when entering a request and purchase order.

Fields

#	Name	Location	Type	Details	Index	Description
.001	number		11			This is the vendor number.
.01	name(+)	0;1	FREE TEXT		B	This is the vendor name.
.05	supply whse. indicator	0;11	SET OF CODES	S:SUPPLY WAREHOUSE		This is the set of codes for supply warehouse indicator. Only one source can be designated as the supply warehouse.
.06	federal source	2;2	POINTER	420.8		This is the federal source.
.2	edi vendor?	3;2	BOOLEAN	Y:YES		This field identifies those vendors who are prepared to receive purchase orders electronically through the EDI system in AUSTIN.
.4	vendor id number	3;3	FREE TEXT			This field uniquely identifies a vendor to the EDI system.
1	ordering address1(+)	0;2	FREE TEXT			This is the vendor ordering address 1.
2	ordering address2	0;3	FREE TEXT			This is the vendor ordering address 2.
3	ordering address3	0;4	FREE TEXT			This is the vendor ordering address 3.
4	ordering address4	0;5	FREE TEXT			This is the vendor ordering address 4.
4.2	ordering city	0;6	FREE TEXT			This is the city of the vendor ordering address.
4.4	ordering state	0;7	POINTER	5		This is the state of the vendor ordering address.
4.6	ordering zip code	0;8	FREE TEXT			This is the zip code of the ordering address.
4.7	county	2;4	FREE TEXT			This is the appropriate county for the given state of the vendor ordering address.
4.8	procurement contact person	0;9	FREE TEXT			This is the name of the procurement contact person.
5	va p&c contact phone number	0;10	FREE TEXT			This is the phone number of the procurement contact person.
5.1	account no.	2;1	FREE TEXT			This is the vendor account number.
5.2	guaranteed delivery vendor?	2;11	BOOLEAN	Y:YES N:NO		Enter YES if there is a guaranteed delivery agreement for this vendor.
6	contract number	4;0	MULTIPLE	440.33		This is the vendor contract number.
8	labor surplus area?	2;5	BOOLEAN	Y:YES N:NO		This indicates whether or not the vendor is located in a labor surplus.
8.2	business type (fpds-88)(+)	2;6	SET OF CODES	1:SMALL 2:LARGE 3:STATE/LOCAL/ED./NON-PROFIT 4:OUTSIDE U.S. 5:FEDERAL GOVT. SOURCE		This is the type of business for FY88 FPDS reporting purposes.
8.3	business type (fpds)(+)	2;3	SET OF CODES	1:SMALL 2:LARGE 3:OUTSIDE U.S. 4:STATE/LOC/ED/NPF		This is the type of business for FY89 FPDS reporting purposes.
9	type of ownership (fy88)	1;0	MULTIPLE	440.31		This is the type of ownership for FY88 FPDS reporting purposes.
10	socioeconomic group (fpds)	1.1;0	MULTIPLE	440.35		This is the socioeconomic group of the vendor for the current year.
11	special factors	3;1	FREE TEXT			These are the special factors to be considered when ordering from this vendor.
12.4	austin deleted?	2;9	BOOLEAN	Y:YES N:NO		This indicates whether or not the vendor has been deleted from the Austin DPC vendor file.
12.5	fee vendor	2;10	BOOLEAN	Y:YES N:NO		This indicates whether or not this vendor is a fee basis vendor.
13	is a sf129 on file?	2;7	SET OF CODES	Y:YES N:NO NA:NOT APPLICABLE		This indicates whether or not a Standard Form 129 is on file.
14	date of sf129(+)	2;8	DATE-TIME			This is the date of the Standard Form 129.
15	replacement vendor	9;1	POINTER	440.3		This is the replacement vendor.
16	service/return address1	6;1	FREE TEXT			This is the service/return address 1.
16.1	service/return address2	6;2	FREE TEXT			This is the service/return address 2.
16.2	service/return address3	6;3	FREE TEXT			This is the service/return address 3.
16.3	service/return address4	6;4	FREE TEXT			This is the service/return address 4
16.4	service/return city	6;5	FREE TEXT			This is the city of the service/return address.
16.5	service/return state	6;6	POINTER	5		This is the state of the service/return address.
16.6	service/return zip code	6;7	FREE TEXT			This is the zip code of the service/return address.
16.7	service contact person	6;8	FREE TEXT			This is the service contact person.
16.8	service phone no.	6;9	FREE TEXT			This is the phone number for the service/return contact person.
17	payment contact person	7;1	FREE TEXT			This is the payment contact person.
17.2	payment phone no.	7;2	FREE TEXT			This is the phone number for the payment contact person.
17.3	payment address1	7;3	FREE TEXT			This is the payment address 1.
17.4	payment address2	7;4	FREE TEXT			This is the payment address 2.
17.5	payment address3	7;5	FREE TEXT			This is the payment address 3.
17.6	payment address4	7;6	FREE TEXT			This is the payment address 4.
17.7	payment city	7;7	FREE TEXT			This is the city of payment address.
17.8	payment state	7;8	POINTER	5		This is the state of the payment address.
17.9	payment zip code	7;9	FREE TEXT			This is the zip code for the payment address.
18	calm id number	7;10	FREE TEXT			This is the CALM identification number.
18.2	calm stub name	7;11	FREE TEXT			This is the CALM stub name.
18.3	dun & bradstreet #	7;12	FREE TEXT			This is the vendor's Dun & Bradstreet number, if applicable.
20	synonym	5;0	MULTIPLE	440.32		This is a synonym for the vendor.
21	remarks	8;0	WORD-PROCESSING			These are remarks about the vendor.
22.1	billing address1	.11;1	FREE TEXT			This is the billing address 1.
22.2	billing address2	.11;2	FREE TEXT			This is the billing address 2.
22.3	billing address3	.11;3	FREE TEXT			This is the billing address 3.
22.4	billing city	.11;4	FREE TEXT			This is the city of the billing address.
22.5	billing state	.11;5	POINTER	5		This is the state of the billing address.
22.6	billing zip code	.11;6	FREE TEXT			This is the zip code of the billing address.
22.7	billing phone number	.11;7	FREE TEXT			This is the phone number of the billing address.
30	date vendor created	10;1	DATE-TIME			This is the date the vendor was created, or the date the vendor name changed.
31	created by	10;2	POINTER	200		This is the person who created the vendor.
31.5	inactivated vendor	10;5	SET OF CODES	1:INACTIVATED		This field is set automatically by the option used to inactivate a vendor.
32	date inactivated	10;3	DATE-TIME			This is the date the vendor was made inactive.
33	inactivated by	10;4	POINTER	200		This is the person who made the vendor inactive.
34	fms vendor code	3;4	FREE TEXT			This is the code that FMS uses to identify a vendor. It comes from the SSN/TAX ID NUMBER field in this file.
35	alt-addr-ind	3;5	FREE TEXT			This field allows one VENDOR to have many payment addresses.
36	non-recurring vendor	3;6	SET OF CODES	N:NON-RECURRING VENDOR		This field having a 'N' will represent that this vendor will be used only one time.
38	tax id/ssn	3;8	FREE TEXT			This field will send FMS information that will be used as the FMS VENDOR CODE. FMS might use a different FMS VENDOR CODE but that is normally not done.
39	ssn/tax id indicator	3;9	SET OF CODES	S:SOCIAL SECURITY NUMBER T:TAX IDENTIFICATION NUMBER		This field identifies what the TAX ID/SSN field is.
40	payment hold indicator	3;10	SET OF CODES	N:NO Y:YES C:CORRESPONDENCE		Is payment for this vendor placed on hold? Do we pay this vendor or don't we?
41	1099 vendor indicator	3;11	BOOLEAN	N:NO Y:YES		Is a 1099 form filled out for this vendor?
42	pending flag	3;12	SET OF CODES	P:PENDING APPROVAL C:CONFIRMATION OF APPROVAL		Internal IFCAP flag used to state what is being done with this vendor and FMS. When a vendor request is sent to FMS other requests should wait until there is a FMS VENDOR UPDATE. Actually no other requests can be created until the update comes back.
43	central remit	3;13	BOOLEAN	Y:YES N:NO		Should all payments for this vendor be sent to one place?
44	vendor type	3;14	SET OF CODES	A:AGENT CASHIER C:COMMERCIAL E:EMPLOYEE F:FEDERAL GOVERNMENT G:GSA I:INDIVIDUALS-OTHER O:OTHER COUNTRIES R:COMMERCIAL-RECURRING PMTS U:UTILITY COMPANIES		This is a list of different kinds of vendors.
45	mti action	3;15	SET OF CODES	A:ADD F:ADD IFCAP ONLY C:CHANGE D:DELETE		This is a set of conditions telling IFCAP what to do with the FMS VENDOR UPDATE. This field is never changed by IFCAP users.
46	fax #	10;6	FREE TEXT			This is the vendor's FAX phone number.
47	flag	VRQ;1	SET OF CODES	1:ADD 2:CHANGE		This field is the parameter from PRCHE1 that decides whether to create a NEW or UPDATE a VENDOR REQUEST. In addition the TRIGGER will add one (1) to the VRQ COUNT field when this field is entered.
48	vendor record	VRQ;2	POINTER	440.3		This field has the internal entry number for the VENDOR file entry that may be used to create a VRQ to Austin. Actually the field should be the same as the IEN of the entry being edited.
49	site	VRQ;3	FREE TEXT			This field will be used to create the VRQ to Austin.
50	flag ar	AR;1	SET OF CODES	1:ADD 2:CHANGE		This field will be filled in when Accounts Receivable chooses a vendor that is not vendorized. This vendor needs to be edited before the VRQ can be sent.
51	vendor record - ar	AR;2	POINTER	440.3		This field has the internal entry number for the VENDOR file entry that needs to be edited. This record needs to be edited because Accounts Receivable is having a record in the DEBTOR file pointing to this record. Presently this record is not vendorized and is missing some data to be able to become a VRQ. This record needs to be edited by SUPPLY and maybe FISCAL before it is able to create a VRQ. This field's data should equal the IEN for this record.
52	site ar	AR;3	FREE TEXT			This field will be used to edit this record in preparation to entering a VRQ for this record.
53	ok	AR;4	SET OF CODES	OK:OK GOOD:GOOD		This field, when filled in, will signify that this record has all the required fields to create a VRQ. This field is entered in EDIT^PRCOVL.
54	sent	AR;5	SET OF CODES	SENT:SENT		When SENT is set the record will have sent a VRQ to Austin or to FISCAL for review. This will be set by programming in VRQ^PRCOVL1.