​​Add a New Vendor Number Suffix​

Key Points

  • Each vendor suffix represents a different vendor address or DBA (Doing Business As). This allows vendors more control over directing payments.
  • Before submitting a request, agencies must verify that neither the vendor name or number already exist in STARS. 
  • Required Documentation:
    • New Vendor - Combined Substitute Form W-9 (W-8 for non-US)
    • Change to Existing Vendor – Invoice, updated W-9 or other documentation that shows the need for the change.
  • Agencies should keep a record of vendor Combined Substitute W-9 forms.

1. Login to your account on sco.idaho.gov to access the Statewide Applications Menu.

2. Select Statewide Accounting System.


3. Select Vendor Maint.

    • Most users will be directed to the Vender Maintenance menu screen.
    • Users with permissions for more than one agency will need to select the agency they are performing maintenance for from a drop-down menu.

4. Select Vendor Form to proceed to Vendor Maintenance.

5. Select the Vendor tab.

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6. Select Add New Suffix from the Action drop down menu.

7. Vendor # - Nine-digit Social Security Number (SSN) or Employer Identification Number (EIN) from the vendor's Combined Substitute form W-9.

    • Non-U.S. vendors may submit a W-8 instead of a W-9.
    • The Vendor # for non-US vendor accounts will be the vendor's EIN or the first 9 characters of their name.

      Note: For an example of a non-U.S. vendor, access the STARS Vendor Edit Table and enter an R (Recall) command. The first vendor to be displayed is a non-U.S. vendor.

8. Sfx - Enter the new vendor number suffix.

    • If this field is left blank, SCO will assign a suffix number.

9. Type - Select the vendor type from the drop-down menu:

    • I: Individual/Sole Proprietor (1099 Ind=Y)
    • C: Corporation (1099 Ind=N)
    • P: Partnership (1099 Ind=Y)
    • G: Government (1099 Ind= N)
    • N: Non-Profit (1099 Ind=N)
    • O: Other (1099 Ind=Y)
    • E: Employee (1099 Ind=N match EIS)


10. Vendor Status - Select 0: New/Active Vendor from the drop-down menu.

11. 1099 Name/Addr – This field determines which address is used when printing the 1099MISC forms. Use the drop-down menu to select an option:

    • Y = Yes, use this address for 1099 reporting.
    • Blank = There is another suffix that has already been identified as the address to use for 1099 reporting.

      Note: If there is only one suffix for this vendor, select Y.

12. Sort Seq - Enter a sort sequence identifier that will be used to help locate or sort vendors.

    • Enter up to ten alphanumeric characters.
    • Do not use any special characters (hyphens, slash marks, etc.).
    • Do not use “The".
    • Use a form of the Vendor name.
      • E.g. Arnolds Pig Farm = ARNOLDSPIG
    • If you use an individual's name, enter the last name first.
      • E.g. John Smith = SMITHJOHN

13. Web RA Indicator – Use the drop-down menu to select Blank: No Access

    • SCO will change this as appropriate when they receive the form number.

14. 1099 Ind – Select an option from the drop-down.

    • Y = Yes, this is a 1099 reportable vendor
    • N = No, this is not a 1099 reportable vendor. Non-reportable vendor types:
      • C – Corporation
      • G – Government
      • N – Non-profit
      • E – State Employee

15. SS EIN = Automatically filled in based on the vendor number.

16. IRS/SSA Name – Enter the Vendor 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 \.

17. Address fields – Enter the Vendor's address information into the following fields: Address, City, State, Zip-Ext, and Area-Phone-Ext (separate-fields).

18. Contact Name - Enter the vendor's contact name.

19. Tracking Comments – Enter any tracking comments here. These will appear on the History of this particular vendor form.

    • Do not use special characters or symbols, including &, ', “, <, and \.

20. Press the Save button, then select the Attachment tab. Attach the invoice, updated W-9 or other documentation that shows the need for the new suffix.


21. On the Vendor tab, select one of the following options:

    • Savethis button will save the form as a draft that you can complete later
      • A draft form will be automatically removed from the application if it is not submitted within 30 days of when it was last saved.
    • Save & Submit - Submits the form to SCO for approval.
      • No additional notification is necessary; SCO monitors submissions.

        Note: When SCO personnel approve, disapprove, or return a form; the originating agency employee is notified of the action by e-mail. Tracking comments can be viewed on the form in Vendor Maintenance.
Agency Responsibilities

  • ​​​Before submitting a request, agencies must verify that neither the vendor name nor vendor number already exist in STARS. 
  • Required Documentation:
    • New Vendor - Combined Substitute Form W-9 (W-8 for non-US)
    • Change to Existing Vendor – Invoice, updated W-9 or other documentation that shows the need for the change.
  • Agencies should keep a record of vendor Combined Substitute W-9 forms. 

SCO Responsibilities

  • SCO personnel perform verification, review and approval process on forms from all agencies.
  • SCO personnel will verify that the submitted vendor name/number combination matches either IRS information or SSA information and review forms for completeness and reasonableness of information.
  • SCO will also check the vendor against the System for Award Management (SAM) website.
    • SAM is provided as a public service by the General Services Administration (GSA) for the purpose of providing a way to determine if vendors are excluded from receiving Federal contracts, certain subcontracts, and certain federal financial and nonfinancial assistance and benefits.
  • SCO personnel will select each vendor and review the following:
    • Does the submitted name/number match IRS or SSA records?
    • If the vendor number looks like an SSN, is there an individual's name listed as the IRS/SSA Name?
    • Does the Sort Sequence make sense for the IRS/SSA Name or Business Name and does it follow the abbreviation conventions?
    • Is the vendor number already on STARS?  If not, use 00 as the vendor suffix.  If yes, the next available sequence number will be used.
  • If the vendor is found on the System for Award Management web site, the form will be returned to the agency with an explanation that the vendor is on exclusion records from on the System for Award Management web site and that the agency will need to verify that payment is not being made out of federal funds.
  • Based on the review, SCO personnel can select a vendor and then take any of the following actions:
Menu Item Function
Save & ApproveThe vendor form passes all the verifications and reviews and the information has been loaded in STARS.
DisapproveThe reason for disapproving a form will be noted in Tracking Comments.
ReturnIf the form needs to be returned to the originating agency employee, SCO personnel will include the reason in Tracking Comments.