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At the Oracle Applications Homepage, select the Vendor Request tab.
You’ll see a page with a series of options designed to find extant vendors—or to let you know the vendor you seek has not done business with Harvard before.
You may now search for a corporate name or that of an individual. Use the wildcard truncation device to limit searches (and bring up the largest number of possible hits. Sometimes a vendor name will be a variation on the name you have, and you want to be sure word order or spelling doesn’t adversely affect your search.
Our hypothetical vendor today is Boston Really Rare Books.
Conduct the search using wildcard truncation. (For example, %boston really rare%)
No results found means you can proceed with setting up the new vendor.
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In order to do this, you need documentation in hand. The first of these is essential, the second and third are the process, and the final two are necessary as conditions demand. Read through this list before beginning.
Invoice
You must have an invoice from the potential vendor which states the name of the vendor, the address of the vendor, the date of the invoice and a total amount due. It is also preferable to have the vendor’s telephone and fax numbers, as well as website and e-mail addresses.
Request a New Vendor form
This is the form you complete online when you’ve ascertained there is no extant vendor in Oracle to meet your needs. This form is completed and submitted online. You may wish to complete this form in tandem with the Aleph Vendor Request (AVR) paper form.
Aleph Vendor Request (AVR)
This is the paper form which is needed to upload the new vendor file to Aleph. You may wish to complete the AVR in tandem with your online completion of the Request a New Vendor form (much of the information is duplicated).
W-9
This is the federal form for individual persons or LLCs. This form registers the tax status of individually-controlled and licensed enterprises which are not corporations. If a vendor is an individual, sole proprietor, partnership, estate, or LLC, a W-9 is necessary. An individual on a W-9 will list a Social Security number. Some individuals conducting business under a name other than their own may also have a Taxpayer Identification Number (TIN) for either the partnership/LLC or themselves.
Foreign National Information Form (FNIF)
This form is required for foreign individuals—those outside the United States—acting as vendors. Individuals for whom this form is required must be able to check the box in Section C labeled No entry to U.S.
Once you’re ready to begin, open a new AVR form and begin the vendor set-up process in Oracle.
Duplicate the address and other information. There are some differences:
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Once you have submitted the Oracle request, note the request number on the AVR.
When the request has been submitted electronically, gather up the paperwork:
- Invoice
- AVR
- Oracle printout
- W-9 and/or FNIF (if applicable)
Scan them to a pdf document and send the pdf by Harvard University secure file sharing email, to the approver on your Oracle form. If you have a W-9 as part of this vendor set-up, note the Oracle request number and date at the bottom and FAX that page only to 5-3600.
Within a week you should expect to receive an e-mail from the approver indicating that vendor is ready for use. The e-mail will follow this form:
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When the set-up has been approved, the original invoice may be processed for payment by the Acquisitions Assistant. Destroy all other pages.
Vendor set-up is complete.