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Advisory Number: 2
Date Issued: 01/23/2012 Date Last Updated: 01/23/2012
Advisory Name: Regarding Consistency in Adding Vendor Information

Subject: Entering consistent information in the Statewide Vendor File

Reference: Guide to Financial Operations Section X.3 Vendor Registration and SFS Job Aid #JAA-VN000-001

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.