Introduction

After you complete the form and click Save, you can attach a scanned a W-9 or a Combined Substitute W-9, or documentation from a vendor for an address change, to the vendor form. The scanned W-9 or document will then be associated with the vendor and used by SCO to set up direct deposit for the vendor.

Valid scanned file types include .pdf, .jpg, .gif, .bmp, .png, .tif, and .tiff. (The file extension .jpeg will not work.) The maximum size of file that can be attached is 8MB.

Attach a Document

1. Complete the Vendor Form, then click Save. (Do not click Save and Submit or you will not be able to attach a W-9.)

2. Click the Attachments tab.

3. Click Browse to locate the scanned document file. When a file is uploaded, it will automatically convert to a PDF file.

Figure 1 - Browse for scanned document

3. Highlight the scanned document file and click Open. The directory path of the document will appear in the Browse Files field.

Figure 2 – Directory path to document

4. Click Add File. The document will be added to a queue. The file name (without the extension) of the scanned document will be entered automatically in the Attachment Title field.

Figure 3 - Document added

5. If desired, change the Attachment Title to something more suitable for the document. Do not use special characters or symbols, including &,',“,<,and \. Otherwise, leave the default title based on the file name.

• For only one document, leave Create Single Attachment checked. If you change the Attachment Title, this will apply the change when you click Create Attachment(s).
• For multiple documents, if you uncheck the Create Single Attachment check box and click Create Attachment(s), the documents will have different Titles based on their file names. If you leave Create Single Attachment checked, multiple documents will have the same Title based on the file name of first document added (and will disregard any change to the Attachment Title field).

6. Click Create Attachment(s). The document will appear in the Attachments area. Any change to the Attachment Title field will be applied to the attachment.

Figure 4 - Attached document

7. If desired, click View to open and verify the document. If you realize it is the wrong file attached, click Delete and re-add the correct file.

8. Click the Status tab, click Select next to the form. The form will be in Draft status.

• If you realize you have the wrong W9 attached while the form is in Draft status, click the Attachments tab, then click Delete next to the attachment and re-add the correct file.

9. Click Save and Submit.

After the form has been submitted, you cannot change the attachment. Contact SCO to ask to have the form returned to you.

Delete an Attachment

A form that is in Pending Agency Edit status can be edited and attachments can be deleted and/or added.

Figure 5 - Delete attachments

Errors When Adding a File

If you receive a message, “Page cannot be displayed”, “Cannot access a closed file”, “Server error”, or “Maximum Request Length Exceeded”, your scanned document file size may be too large. The maximum size of file you can attach is 8MB. Use your scanner settings or related software to reduce the file size. Scan pages of multi-page document individually or in groups. If you still get an error message after reducing the file size, trying rebooting your computer to clear any cached memory and then try again.

Document Retention

Your agency may need to develop document retention rules to determine if copies will be kept by your agency as well and for how long. Refer to the Idaho State Historical State Records Center web site for record retention information.