KFS Vendor Maintenance

The information provided here is to guide you through the creation/edition of vendor information in the Kuali Financial System. Please refer to the Vendor Maintenance User Guide for information on vendor maintenance in KFS.

When to Create a Vendor Division or Add a New Vendor Address

Note: Before requesting a new vendor, always perform a vendor lookup for the vendor to confirm if it already exists in KFS.

What is a Division?

A Division is a vendor record (child) that has a relationship with another vendor record (parent) already established in KFS.  This relationship is found when both vendors' name and address (in most cases) are different but share the same tax number.

How do you know when you have to create a Division or add a new address?

One way is when you create a new vendor request, you receive this error message:  This tax number has already been assigned to an existing vendor.  (See screenshot below.)  After receiving this message, follow the instructions in the paragraphs that follow.

Another way to determine if you need to create a Division is to search by tax number in the Vendor Lookup field.

1. If you find no vendor record matches your tax number, click the Create New button in the upper right hand corner to complete the online new vendor request form.
2. If you do find a vendor record(s) with the same tax number, verify the name and address:
   1. If the name and address on your new vendor's W-9 or WH-1 are identical to the name and address of the KFS vendor record, use the KFS vendor record.
   2. If the name of your new vendor is identical to the KFS vendor record but only the address is different, perform an Edit to the KFS vendor record and Add the new address.
   3. If the name and address of your new vendor are different from the KFS vendor record, find the "parent" vendor code and click on create division link in the Actions column (See screenshot below.)  On the online form, complete as you normally would in addition to entering the new  name and address, attach the W-9 or WH-1 or supporting documentation, and click submit.

How to search by tax number (Tax number has been modified.).  We found at least two divisions (children) and one vendor (parent).  The parent is the vendor record where you find two options, Edit and Create Division in the Actions column.