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  5. X.4.D Location

X. Guide to Vendor/Customer Management

Guide to Financial Operations

X.4.D Location

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

SECTION OVERVIEW AND POLICIES

The “Location” section of the Vendor Record contains payment values defined by the vendor. Agencies should note that Location includes a location name assigned by the Statewide Financial System (MAINCHECK, MAINEPAY, LOC01, LOC02…), the location description entered by the vendor, the physical and email ordering address for purchase orders, payment terms which may include early payment discounts, and the payment method (check or ACH).

Process and Transaction Preparation:

Although a vendor must designate one location as a “default” location, agencies should not assume the default is the correct location for their transaction. Instead, agencies must select the appropriate location for each transaction. Bulkload agencies should not leave the location field blank on submissions to SFS, as this is the same as relying on the default.

Vendor records created prior to April 1, 2017, retain their original location names (e.g., MAINCHECK, MAINEPAY). All locations created for existing vendors and all locations for vendors created after April 1, 2017, are named sequentially (e.g., LOC01, LOC02, LOC03). If the agency is unsure what location to choose, agency staff must communicate with the vendor to ensure transactions route appropriately (i.e., purchase orders go to the correct address and ACH payments deposit to the correct account).

To designate the payment method for a voucher, online agencies must navigate to the Location tab on the vendor record and select the “Payables” hyperlink. Once in Payables, the payment method is displayed under the “Additional Payables Options,” “Additional Payment Information” section. If the Payment Method is “Automated Clearing House,” the payment will be made via ACH. In contrast, if the Payment Method is blank, the payment will be made via paper check. If an agency intends to send a vendor a check, the agency must select a Location with a blank payment method.

If a vendor informs an agency it wants to add or update a Location or bank account, the agency must direct the vendor to the New York State Vendor Self- Service Portal at https://esupplier.sfs.ny.gov/psp/fscm/SUPPLIER. If a vendor does not have a Vendor Self-Service account, the agency should direct the vendor to contact the SFS Helpdesk at 855-233-8363 or [email protected].

Guide to Financial Operations

REV. 04/19/2022