Inactivate a Vendor
Inactivate a vendor if they are no longer in business or have changed owners and become part of another business or have become a new business entity. Do not inactivate a vendor only because you are no longer doing business with them - another state agency may still be doing business with that vendor.
Vendors are deleted and removed the system only during the fiscal year end table roll and purge, which happens during the first part of May. At that time, statewide vendors (excluding active State of Idaho employees) who have not been paid during the last two years are purged from STARS.
From the Vendor Maintenance main menu, click Vendor Form. Asterisks indicate required fields.
1. Click the Vendor tab.
2. Select Chg Name/Addr from the Action drop down menu.
3. Enter the vendor number in the Vendor field. The vendor number will be the nine-digit Social Security Number (SSN) or Employer Identification Number (EIN) from the vendor's Substitute form W9.
Some non-U.S. vendors may not submit a W9, yet still need to be entered on the Vendor form. For an example of a non-U.S. vendor information, log on to STARS, select the Vendor Edit Table, enter an R for Recall, and then press ENTER. The first vendor to be displayed is a Canadian vendor.
4. Enter the vendor Suffix in the Sfx field.
5. Select the vendor type from the Type drop down menu:
6. Select 1: Inactivate Number from the Vendor Status drop down menu.
Figure 1 - Vendor Form
7. From the 1099 Name/Addr drop-down menu, select Y (Yes, use this address for 1099 reporting) or Blank (There is another suffix that has already been identified as the address to use for 1099 reporting).
For vendors with more than one vendor suffix, this determines which address is used when printing the 1099MISC forms. If there is only one suffix for this vendor, then select “Y".
8. Enter the sort sequence identifier in the Sort Seq field. Enter up to ten alphanumeric characters. Do not use any special characters (hyphens, slash marks, etc.). Do not use “The".
9. From the Web RA Indicator drop-down menu, select the web remittance advice indicator:
10. From the 1099 Ind drop-down menu, select Y (Yes, this is a 1099 reportable vendor) or N (No, this is not a 1099 reportable vendor) for the 1099 Indicator. The following vendor types are always an 'N':
11. The SS EIN field will be automatically filled in based on the Vendor Number that you entered.
12. Enter the IRS/SSA Name. If the DBA (doing business as) name if different from the IRS/SSA Name, enter it in the Business Name field. Do not use special characters or symbols, including &, ', “, <, and \.
13. Enter the new address information in the Address fields, including the City, State, Zip code, and phone number (Area-Phone-Ext).
14. Enter the vendor's Contact Name.
15. Enter Tracking Comments. These will appear on the History of this particular vendor form. Do not use special characters or symbols, including &, ', “, <, and \s.
16. Click Save to save the form as a draft that you can complete later (within 30 days), or click Save & Submit to submit the form to the State Controller's Office (SCO) for approval. You will not need to notify SCO - SCO will monitor submissions and approve forms. A draft form will be automatically removed from the application if it is not submitted to SCO after 30 days of the last date it was saved.
When SCO personnel approves, disapproves, or returns a form, the originating agency employee is notified of the action by e-mail. Open the form in Vendor Maintenance to view the Tracking Comments.
SCO personnel perform the verification, review and approval process on forms from all agencies.
Based on the review, SCO personnel can select a vendor and then take any of the following actions: