Reminder: New Supplier Request Process

A big thank you to all of our early adopters of our new supplier request process! We’re sending a quick reminder that SUGGESTED VENDOR is no longer available for selection in FTS. Alternatively, please utilize one of the following supplier IDs created for specific use cases:

  • Supplier NEW: Select this supplier ID when you’ve identified a supplier you intend to do business with or that you want to pay but the supplier ID does not exist in FTS.
  • Supplier TO BID: Select this supplier ID when submitting a requisition for goods/services that meet or exceed CSU bid thresholds and require a competitive bid process. This can translate to informal or formal bidding, OR instances where  you have requested the Procurement team to assist you in sourcing or identifying a supplier for a good or service.
  • Supplier NO $ VALUE: Select this supplier when submitting a requisition for a contract or a document that requires the signature of the University, but it has no dollar value. Please note anything that requires a signature must be signed by the Procurement or Contracts staff. Examples include but are not limited to, Student Placement Agreements (SPA), freeware, Memorandums of Understanding (MOU), hack-a-thons, etc.

Our next walk through session is scheduled this Friday, May 1, 2020 at 9:30 AM. Please Register! Not able to join us? Take a look at the Supplier Request Process FTS and PaymentWorks tutorial!

New Supplier Request Process

As shared in our recent campus announcement, we have a new and improved supplier request process! Gone are the days of collecting Vendor 204 forms, waiting for suppliers to provide accurate information to the Procure to Pay team to establish a supplier profile in order for your requisition/direct payments to be processed. Now, with a few easy steps, you’ll initiate invitations to new suppliers, and they can communicate directly with the Procure to Pay team, which means less wait time for you!

What’s Changing?

Working with IT, FinanceConnect has modified FTS to support our PaymentWorks implementation. The key to success is proper utilization of three new supplier IDs we’ve created to facilitate the new process: Supplier NEW (0000042333), Supplier TO BID (0000043479) and Supplier NO $ VALUE (0000043480).

Selecting the Right Supplier ID

Each of the supplier IDs we’ve created have specific use cases:

  • Supplier NEW: Select this supplier ID when you’ve identified a supplier you intend to do business with or that you want to pay but the supplier ID does not exist in FTS.
  • Supplier TO BID: Select this supplier ID when submitting a requisition for goods/services that meet or exceed CSU bid thresholds and require a competitive bid process. This can translate to informal or formal bidding, OR instances where  you have requested the Procurement team to assist you in sourcing or identifying a supplier for a good or service.
  • Supplier NO $ VALUE: Select this supplier when submitting a requisition for a contract or a document that requires the signature of the University, but it has no dollar value. Please note anything that requires a signature must be signed by the Procurement or Contracts staff. Examples include but are not limited to, Student Placement Agreements (SPA), freeware, Memorandums of Understanding (MOU), hack-a-thons, etc.

Beginning Tuesday, April 28, 2020, SUGGESTED VENDOR (supplier ID 0000008733) will no longer be available in FTS. Additionally, we’ve removed the supplier address field from both the Requisition and Direct Payment modules, removing the need to select an address when entering a transaction.

There’s a Tutorial!

We’ve created a guide outlining the new experience in FTS including how to appropriately use the new supplier IDs as well as an overview of the PaymentWorks invitation process to initiate supplier setup.

Supplier Request Process FTS and PaymentWorks

Want a Hands-On Experience?

We’ve scheduled Zoom-based walkthrough sessions to provide you with an opportunity to explore the new process and have questions answered. Please register for one of the following sessions to learn more.

  • Tuesday, April 28, 2020 1:30 – 2:30 PM Register
  • Friday, May 1, 2020 9:30 – 10:30 AM Register

We’re confident you’ll find this new process easy to use and beneficial in your day-to-day. Have questions? Please contact FinanceConnect!