|One Time Vendor accounts||11 Aug 2016|
|Date posted: 11th August 2016
Start date: 11th August 2016 End date: 30th November 2016
Following the message sent on the 21st June, re: Certified copies accepted and blocking the One Time Vendor (OTV) accounts, please note the following.
Due to significant risks associated with cheques, and the related postage, UCT is discontinuing cheque payments with effect from 31st July 2016.
Temporary Vendor payments directly into a vendor?s bank account is replacing the One Time Vendor (OTV) cheque payments. This means that the OTV accounts 200910 and 200911 will be blocked, and replaced by a request for a Temporary/Trade Vendor to be created on SAP. This will enable PPS to pay all Vendors via EFT, and to efficiently deal with the categorisation for spend analysis.
The New Vendor Request transaction, together with the scanned certified copies of the documents required, will be more efficient and speed up the process, provided the required documentation is forwarded as required.
Process to follow when requesting a SAP Temporary/Trade Vendor to be created:
? The Purchaser completes the New Vendor Request on SAP based on the information received from the Requester ? Purchasers to liaise with Requester re required fields. ? Procurement & Payment Services reviews requests and either approves or rejects the request. ? If Rejected, the Purchaser receives an email with the rejection reason ? Purchaser to forward email correspondence to Requester. ? If Approved, the Vendor receives the Vendor Application form to be completed electronically. ? Once the Vendor returns the completed Application form electronically, with the scanned certified documents required, the Vendor Number is created.
The payment terms for Temporary Vendors will be the standard 30 days from date of invoice, and for Trade Vendors, it will be as negotiated between UCT and the Vendor.
The turnaround times for
- Approving/rejecting a Temporary/Trade Vendor will be 48 hours, and - Creating a Temporary/Trade Vendor will be 48 hours after all the relevant documentation has been forwarded to PPS.
Note that Temporary Vendors can be used for a maximum of 3 times across UCT, where after they will be blocked. Please apply for a Trade (as opposed to Temp) Vendor if there is a possibility that this Vendor will be used more than 3 times across UCT.
Documentation required for New Vendor requests:
? Temporary Vendors ? SCANNED CERTIFIED COPIES OF o Either a Scanned copy of a Bank Stamped Letter from the Bank confirming banking details OR a cancelled cheque ? Trade Vendor ? SCANNED CERTIFIED COPIES OF o Either a Scanned copy of a Bank Stamped Letter from the Bank confirming banking details OR a cancelled cheque o Tax Clearance Certificate o BBBEE Certificate or a letter from their Auditors indicating that their turn-over is less than R10 million.
Tracking the vendor application status:
? Please also note that Purchasers are copied in on all communication sent to the Vendor. In addition, all SAP users will have access to the Vendor Request Report, which will enable all users to track the status of the requests. The SAP menu is as follows: Creditors Menu ? Vendor e-Forms ? Vendor Create and execute transaction ZMM_VEN_REQ_REPORT ? Vendor Request Report.Kind regards