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Training: Vendor Maintenance Form

The vendor maintenance form has been designed to accomplish multiple tasks and needs to be totally completed to make sure all required information is obtained. The items listed on the form can be used to ask the vendor questions which will make reporting required of OSU prompt and accurate.

Searching for a vendor in FIS or checking to make sure correct address is available should be done before payments are due or form sent to AP. 40+ vendor forms are received daily so immediate entry may not be possible. Incomplete forms will be set aside for review when time available. To complete a thorough search of vendor records please use screens and hints listed.

FTMVEND-Use to search by names of individuals or businesses.

  • Use abbreviation list for business names-see attached list.
  • Use upper/lower case lettering-try different variations.
  • Use (%) percent sign as wildcard character-before, after, or between.
  • Use a unique portion of vendor name to search on possible variables (Saint Charles Medical Center could be searched for as: %t Charles Med% or S%C%M%C%.
  • Acronyms are not used unless actual part of name. (ABC Distributing)
  • Punctuation is not used, no apostrophes, commas, periods (unless .com)

FWITXID-use to search by Tax ID# or SSN#. Will retrieve any or all vendors with that number. When vendor is found, use FTMVEND to view address or tax ID information.

Key points in completing the form:

  • Fill out requested by information, including dept name and phone #.
  • Legible information is required.
  • Check the appropriate box at top of form, indicating whether this is a New vendor, or if this is an Additional Address or a Address Change. A change of address will update the default address setting. (note) Address changes requested through HR do not update payables records, they are separate records.
  • Vendor name should be accurate and match Tax ID number, no nicknames if individual. IRS looks for exact match of their records, could result in penalties.
  • Order address and payment address may be identical, no need to enter twice on form. Just write 'same'.
  • Federal ID/SSN are always nine digits, no alpha characters. If SSN is used for a business, must also have the name of the individual.
  • Boxes at bottom of form must be marked if applicable. Ask the vendor, don't guess. OSU funding could be negatively impacted by incorrect information.

Any questions regarding the form or a vendor can be answered through the payables main line: 737-4262

VENDOR ABBREVIATION LIST

Here is the official Vendor Abbreviation List from Payables. When searching for vendors, please use only these abbreviations.

Administration
Admin
Administrative
Admin
Administrator
Admin
Agricultural/Agriculture
Agric
America
Amer
American
Amer
Associated
Assoc
Association
Assn
California
Calif
Chemistry
Chem
Chemical
Chem
Department
Dept
Education
Educ
Educational
Educ
Hospital
Hosp
Industrial
Indust
Information
Info
Institute
Inst
Institutional
Inst
International
Intnl
Laboratory
Lab
Massachusetts
Mass
Minnesota
Minn
Mount
Mt
National
Natl
Northwest
NW
Northwestern
NW
Oregon
OR
Orthopedic
Ortho
Saint
St
United States
US
U.S.
US
University
Univ
Western
Wstrn