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Adding a New Supplier or Address

Occasionally, it may be necessary to purchase from or work with a supplier not currently listed in HokieMart or Banner. In such cases, Procurement must add the supplier to the system to ensure the order can be processed through HokieMart and payment completed through Banner.

Note: A new supplier can be an individual or a corporate entity.

This procedure can also be used to communicate changes or updates to existing suppliers’ information, such as addresses, phone numbers, fax numbers, or emails.

The requestor must select the appropriate form to process the order. New Supplier can be used on the Non-Catalog form or on the Payment Request Forms. If a new internal supplier is needed on the Interdepartmental Service Request (ISR) form, contact General Accounting.

From the main screen of HokieMart, select the desired form. After a search for the supplier has been attempted, type the words New Supplier in the Supplier box. This will bring up the New Supplier/Address option.

The selection of the Fulfillment Address will default to VT Purchasing Department (Procurement).

Complete the item information as usual and select Save. To access your order, click the Cart icon in the upper-right corner of the page. Then, select View My Cart to edit the shopping cart details, or choose Checkout to proceed directly to the draft requisition as usual.

New supplier information should be input in the Internal Notes section of the form. Select the pencil icon to edit the section.

It’s helpful to attach a quote, invoice, or any other relevant documentation. Do not attach a W-9, as it is not required during requisition submission but will be needed before payment is processed.

W-9’s should be submitted to the Controller’s office secure dropbox only.

To avoid delays in process the PR, Procurement requests that the following information is provided to set up a New Supplier:

For Suppliers, put the following in the internal notes

  • Supplier Name
  • Address
  • Phone and fax number- many HokieMart POs are faxed to suppliers
  • If the supplier prefers POs to be emailed, provide the email address. Stick to shared email addresses such as info@ or sales@ instead of individuals within the company.
  • If available, the FIN or Banner ID (each separated by a semicolon).
  • If using a supplier website, provide the website address.

For an Individual or Student, put the following in the internal notes

  • First and last name, add the middle initial when available.
  • Address
  • Banner ID Number with the first three (3) digits masked (Example: XXX456789).
    • If the individual is a student, only the last four (4) of the Banner ID should be provided.

Below is an example.

Edit Internal Notes and Attachments window

Note: Due to PII policies, never include social security numbers in the Internal Notes.

Select Save and complete the PR.

New Supplier/Supplier Follow Up

The Supplier Team will add the new supplier if necessary.

If the address already exists, the Supplier Team will select the supplier and may add a comment advising the user. The supplier will now be available for future use.

If the PR does not include the above supplier information, the PR will be rejected advising the department of the required information.

After Procurement adds the new supplier, the PR will proceed through the approval workflow.