Subject:

Entering consistent information in the Statewide Vendor File

Reference:

Guide to Financial Operations, Chapter X Section 3 - Vendor Registration or access SFSSecure to find job aids

Consistent Formatting:

In order to ensure consistency of vendor information and allow agencies to effectively search the vendor file, the following rules should be followed when entering vendor information during the vendor add process:

• The only allowable punctuation is the hyphen (-) and the ampersand (&).
• Do not use periods, commas or apostrophes when entering vendor information as it will cause inconsistent data in searchable fields.
• All USPS Postal Abbreviation standards should be used when entering vendor information. Visit the following website to review these rules. https://www.usps.com/send/official-abbreviations.htm#2. The chart below reflects some examples of improperly and properly formatted vendor information.

  Improper Format	Proper Format
  P.O. BOX	PO BOX
  12 MAIN St., 2ND FLOOR	12 MAIN ST 2ND FL
  W. OAK AVENUE	W OAK AVE
  45-A GRAY BOULEVARD	45-A GRAY BLVD
  JOHN H. SMITH	JOHN H SMITH

Capturing Consistent Information:

Vendor Contact Name: This should be an individual who has authority to make financial decisions for the vendor.

Vendor Email Address: This must be a valid email address, including the @ sign. Capturing a valid email address will allow the vendor to receive an email welcoming them and requesting they enroll in E-Supplier. If you cannot obtain a valid email address please leave this field blank. The following vendor record adheres to the rules described above.