Vendor File Advisory No. 1

Vendor File Advisory
Office of Operations
Bureau of State Expenditures
Advisory Name
Regarding Doing Business As (DBA)
Date Issued
01/17/2012
Date Last Updated
05/10/2018

Subject:

Capturing Doing Business As (DBA) information on the Vendor File

Guidance:

Do not enter a DBA name in the Name 1 or Name 2 fields when registering a vendor on the Vendor File. If a DBA is entered, the vendor may not pass the IRS TIN match and therefore, may not be registered on the Statewide Vendor File.

Appropriate Location to add to a Vendor's DBA:

DBA information may be entered on Address Line 1 through the e-supplier portal when adding or editing addresses. If vendors have multiple DBAs, they have the option to enter new addresses for each DBA. Address line 2 would begin the vendor’s actual address information.

When entering DBA information, enter only the abbreviation DBA with no periods or slashes.

Reference:

Guide to Financial Operations (GFO), Chapter X, Section 3.A.1 - Online Vendor Add Portal