Vendor Payment
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Vendor Payment

Revised October 28, 2007

Purpose:

Add a New Vendor

Authorize a Vendor Payment

Before Processing a Vendor Payment

Enter Payment Data

Initial Recurring Additional Requirement

Inquire on a Vendor Number

Update Vendor Information

 

Add a New Vendor

On the (MMEN) screen Options A - Vendor Name List - and C - Vendor Inquiry - are inquiry options for vendor file information. All inquiry users can access this information.

On the (MMEN) Option B - Vendor Update - can only be accessed by clerical supervisors.

Vendor numbers cannot be assigned by financial or social services staff.

To add a new vendor:

  1. Enter Option [M] - Vendor Files in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (MMEN) displays.

  3. Enter Option [B] - Vendor Update in the Selection field on the (MMEN).

  4. <TRANSMIT> and the (VNDR) displays.

  5. On the (VNDR) the vendor ID, date added, date changed, user, effective date, and status fields are all pre-filled.

  6. The effective date defaults to the current system date and the status field defaults to A (Active).

  7. The mandatory fields are indicated with a red ? mark.

  8. The supervisor then completes the following fields:

    1. Type Field:  Enter [The Correct Vendor Code] (see <F1> Help for correct code).

    2. Name Field:

      1. Enter [The Corporate Name of the Vendor]

      2. F Name, MI, L Name field - enter [An Individual Who is a Vendor]

    3. Address field


NOTE: Address Line 1 field is NOT to be used for the number portion of the vendor's address.

This line is the equivalent of line 1 and 2 on the (ADDR) and should be used for suite numbers, apartment numbers, in care of (c/o) etc.

Do not enter any client information here as vendors are used Statewide and payment to the vendor can be made for many different clients.

Client information is entered on the (VEND).

  1. Street field :  Use the Street field to enter the full address or PO Box number of the vendor. This field is mandatory and will be edited or rejected by the CASS process.

  2. City field

  3. Zip Code field

  4. In order for a vendor payment to issue, the effective date must be the first of the benefit month for which the current payment is being made.

  5. Once vendor information has been committed to the database the effective date on the (VNDR) is protected and cannot be changed.

If the effective date is not correct it can be changed by doing an update.  See Vendor Payment - Inquire on a Vendor Number.

 

Authorize a Vendor Payment

  • Making a vendor payment allows the user to designate a portion of the AU grant or a special needs amount to be paid directly to a vendor.

  • This third party payment is made on behalf of the AU from the (VEND) and can be used for all cash and special programs.

  • The (VEND) is used to vendor payments for ongoing month payments.

  • The (BEGV) is used to vendor payments for historical months and Emergent Need payments.

  • See Benefit Error Group (BEG) and Additional Requirement - Emergent Need (AREN)
     

Before Processing a Vendor Payment

Before a vendor payment can be made the vendor must be assigned a number and data entered to enable the system to issue a benefit to the vendor.

Check the following information on the vendor before processing a vendor payment:

  1. Check to make sure the vendor has been assigned a number.

  2. Check to make sure the vendor status is active.

  3. Check to make sure the effective date of the active status is the first of the month for which the payment is to be made.

    1. This is done from the (VNDR) through Option [M] - Vendor Files.

    2. If the vendor status is not active Edit Message 1431 - Vendor Status is Not Active for the Service Period, displays at the bottom of the screen.

    3. If the vendor has not been assigned a number or is not active contact the clerical supervisor in your office that has the authority to make changes to existing vendor information and/or assign new numbers.
       

Enter Payment Data

To vendor a payment:

  1. While in the case request the (VEND) screen by pressing the <HOME> key.

  2. Enter [VEND plus the AU pointer] in the upper right hand corner of the screen.

  3. <TRANSMIT> and the (VEND) displays.

  4. On the (VEND) enter the [vendor number] in the Vendor Number field.

  5. ACES will check the vendor file and pre-fill the vendor name and vendor type.

  6. If the vendor number is unknown.   See Vendor Payment - Inquire on a Vendor Number.

  7. Enter the [amount of the vendor payment] in the Vendor Amt field.

  8. The amount entered in this field can be equal to or less than the benefit amount.

  9. If the vendor payment is less than the benefit amount, any remaining payment is sent to the AU.

  10. Enter the [client's name or client's account number] in the Account Number / Name field.

This is extremely important, as without this information the vendor will not know who to credit the payment to.

  1. To add text to a system generate letter, go to aces.online.

  2. To send a user created letter, go to aces.online.

  3. To initiate more payments for the client enter [Y] in the More Vendors field.

    1. ACES will display the next vendor or a blank (VNDR).

    2. Repeat all of the above steps for additional vendor payments.

    3. After entering the vendor payment information leave the More Vendors field blank.

  4. <TRANSMIT> to return to the next screen in the normal screen flow.

  5. ACES generates the appropriate issuances, letters, and alerts.
     

Initial Recurring Additional Requirement

Recurring Additional Requirement payments can only be vendored during the course of the month end process, which means the Initial Additional Requirement payment is mailed directly to the client and following months vendor payments are mailed directly to the vendor.  See Additional Requirement.

 

Inquire on a Vendor Number

To inquire on a vendor number:

  1. Eenter [M] - Vendor Files in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (MMEN) displays.

  3. On the (MMEN) to get the vendor number enter Option [A] - Vendor Name List - in the Selection field.

  4. Enter the [vendor name, vendor EIN, or SSN, or vendor city] depending on how much information you have.

  5. It is important that you do not make the search to specific when searching to determine if a vendor number has been assigned.

  6. Because of differences in spelling and the way the data has been entered in the past you will do a more thorough search by entering the first three - (3) letters of the vendor name and the city.   This search criteria will allow for differences in spelling but should not produce a list that is extremely long.

  7. <TRANSMIT> and the (VNLS) screen displays.

  8. If the search resulted in more vendors than will fit on one screen the MORE indicator with page number, displays at the top right of the screen.

  9. Identify the vendor you want.

  10. If you need more information enter [Y] in the SEL field to the left of the specific vendor.

  11. <TRANSMIT> and the (VNDR) screen displays with specific information about the vendor.

  12. Check the effective date and status.

  13. If the effective date does not include the date that the vendor payment is being issued the benefit will not be issued.

  14. If the status is not A (Active) the vendor payment will not issue.  See Vendor Payment - Update Vendor Information.
     

Update Vendor Information

To update the vendor information:

  1. Enter Option [M] - Vendor Files in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (MMEN) displays.

  3. Enter Option [B] – Vendor Update in the Selection field on the (MMEN).

  4. Enter the [vendor number] in the Vendor ID field.

  5. <TRANSMIT> and the (VNDR) displays.

  6. On the (VNDR) <TAB> down so that the cursor is in the first blank Eff Date field.

  7. Enter [the appropriate date] in the Eff Date field.

  8. Enter [a valid value] in the Stat field (see <F1> help).

  9. Enter [a valid value] in the Reas field (see <F1> help).

  10. If you are changing the date and want to delete the original date enter [Y] in the DEL field.


NOTE: There is only one effective date on the (VNDR) and it cannot be deleted unless another status segment is entered.

This means you cannot just enter [Y] in the DEL field and press <F24> to delete a single effective date.

  1. <TRANSMIT> to commit the data.

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Modification Date: October 28, 2007
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