NCAS

Requesting the Addition of a Trade Vendor Step-by-Step

All requests for trade vendor additions are sent to the OSC. Before requesting the addition, ensure that the vendor does not already exist in the Statewide Vendor File.

From the Purchasing module:
 

1. Type VSL in the NEXT FUNCTION field and press ENTER to access the Vendor Short Name Lookup (VSL) screen.
2. Type your paying entity (XXPT) in the PAY ENTITY field.
3. Type part of the vendor name@ in the SHORT NAME field and press ENTER to view the VSL screen. 

Note:  The symbol "@" allows you to type part of a vendor name to access all vendors beginning with the  
          specified letters.
4. Type VSU in the NEXT FUNCTION field if the vendor is not listed on the VSL screen.
5. Press ENTER to access the Vendor Setup (VSU) screen and to request the addition of a vendor.
6. Type VADD in the PAY ENTITY field. 

Note:  VADD stores vendor names temporarily until they are added to the Statewide Trade Vendor file.
7. Type the vendor number (federal ID number or social security number) in the VENDOR NO field. (Do not type the hyphen.) 
8. Type the vendor name in the VENDOR NAME field. 
9. Type M in the VENDOR TYPE field. 
10. Type your four-digit phone extension plus your first name (e.g., 3314laura) in the SHORT NAME field.

Note: If your phone number's first three digits are 733, type your four-digit extension only.  In they are 715 or 716, type 5 followed by your phone extension (e.g. 54562mary).  If your phone extension begins with any other combination, type additional identifying information in the OPT ADDR 1 or OPT ADDR 2 field.  For example, you could type your entire phone number with area code.
11. Type the vendor's fax number in the FAX field.  This is an optional field.
12. Type the vendor's street address in the ADDR LINE 1 field of the ORDER FROM section.
13. Type the vendor's phone number in the PHONE field.
14. Type the vendor's state in the STATE CODE field.
15. Type Y in the VAL field.
16. Type the vendor's city in the ADDR LINE 3 field.
17. Type the name, phone number, and agency of the person requesting the addition of the vendor in the following format:

Req: Jane -- 828-358-3546 @ DOJ-JA
18. Type additional vendor information in the OPT ADDR 2 field.  Additional information might include: 
  • Second phone number
  • Company status
  • Additional address information
19. Type the vendor's zip code in the POSTAL CODE field.
20. Type the contact person's name in the CONTACT field.
21. Press ENTER to add the vendor. The following message is displayed: VENDOR HAS BEEN ADDED TO THE SYSTEM. HIT ENTER!
22. Press ENTER to send your request to the OSC.