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X. Guide to Vendor/Customer Management

Guide to Financial Operations

X.1 Overview

X. Guide to Vendor/Customer Management
Guide to Financial Operations

The purpose of this chapter is to provide the procedures and guidance that Business Units need to register vendors and customers with New York State.

VENDOR

The Statewide Vendor File is a centralized repository designed to maintain timely and reliable information on all vendors registered to do business with New York State. The Office of the State Comptroller’s Bureau of State Expenditures created the Vendor Management Unit (VMU) to manage this file.

The Statewide Vendor File is a centralized database of all vendors - entities that provide goods or services to, have an ongoing relationship with, and receive payment from New York State. The file identifies vendors by a New York State assigned ten-digit vendor identification number instead of their Federal Tax Identification Number.

Vendors that do business with multiple New York State Business Units register only once. The assigned ten-digit New York State Vendor ID is valid with all New York State Business Units. Vendors should provide their New York State Vendor ID to each Business Unit when conducting business.

CUSTOMER

The New York State Customer File is a centralized repository of customers used by Business Units to record the receipt of funds. Customers include Federal Government Agencies, other Business Units and Revenue Contracts Entities. The Centralized Customer File facilitates the Office of the State Comptroller’s (OSC) statewide reporting requirements to report the total funds received from one entity. OSC created the Centralized Customer Management Unit (CCMU) which is part of OSC’s Vendor Management Unit.

The VMU creates Customer IDs for all centralized customer records and copies the customer information into the Business Units Local Customer File for individual use and customization.

Business Units manage, create and customize their own Local Customer File. All customers in the Business Units’ Local Customer file are unique to the Business Unit and are not shared with other Business Units. This chapter will provide an overview and necessary details on all policies related to:

  • Vendor Registration
  • Maintenance of Vendor Records
  • Single Payment Vendor Identification Numbers
  • Special Use Vendors Identification Numbers
  • Central Corporate Customers
  • Business Unit Customers
  • Vendor/Customer Relations
  • Record Retention for Vendor Records

Guide to Financial Operations

REV. 03/19/2012