Account Information

The details entered on the Account Information page should match the data you would provide on your W-9 form and other miscellaneous information about your company.  Remember that the more information you provide, the easier it is for reviewers to review and certify your account and also identify your account for various business opportunities.

To view your other accounts, you can select the Switch Location button.  This allows you to view all of your locations.  Select the location that you wish to be active for this session and click the OK button.  All updates made during this session will be tied to the location you select here.

Yes. The Substitute W-9 Certification Form provides information about your company.  It must be printed, signed, and faxed or mailed to the location indicated on the form once you make any correction to your Account Information.

Note: This form may not be shown for your location.

The requirements of submitting a W-8 Form to designate the status of your foreign vendor organization (very much like the information required on the W-8 Form itself) are site-specific.  Contact the appropriate site administrator to find out what additional information you need to submit for the W-8 Form, including whether you need to send a signed hard-copy of the W-8 Form to the appropriate contact.

Note: This form may not be shown for your location.

• An Edit button is provided if you wish to update your existing information within a particular section. Upon selecting the Edit button, the fields in the section will become editable and you will be able to modify your information. Select the Save button when you are finished making your update. You can also select the Cancel button if you determine that updates are not needed. In case you need to make a large number of updates across multiple sections, you can also select the Edit All button, which will make the majority of the sections editable on Account Information.

• For updating 1099 TIN Information, select the Change TIN action via the page-level three-dot menu and the system will make the appropriate section editable. Select the Save & Close button when you are finished entering the updated information. A confirmation window is displayed where you will need to confirm that you want to submit the changes made. You can also select the Cancel button if you decide not to update your TIN information.

• After confirming the updates, you will see a Pending indicator on the Account Information tab. You can view all pending changes within the Account Information tab by selecting the icon next to the Pending status. Pending changes are also displayed directly next to the updated fields.

New business locations can only be added from the Headquarters Account. Select the Add Business Location action found in the three-dot menu to add a new location that should have separate financial transactions. If you only need to add a new address or contact information, then navigate to the Addresses & Contacts tab.

• Franchise Account - A check box that allows users to indicate if the vendor record is a franchise.

• Headquarters Web Address – Enter the Web Address associated with the Headquarters Account.

• Catalog DUNS – Enter the Dun and Bradstreet account number assigned to the vendor or customer associated with their catalog

• Verify My Locations by – Select the method by which you’d like your locations verified. Valid Values are Use My TIN Number, Use My DUNS Number, and Create My Own.

• Vendor Verification Hint – Enter a hint to help remember the password or the verification method used for your vendor account.

• Vendor Verification Password – Enter the password value associated with the Vendor Verification Based On field.

• Confirm Verification Password - Confirm the password value associated with the Vendor Verification Based On field by reentering the password entered in the Vendor Verification Password field.

The headquarters account represents the "legal entity" or "ownership entity" of an organization. This is also referred to as the parent account. VSS currently allows for the registration of locations under a headquarters account.  In doing so, the system stores and maintains certain information at the headquarters level including users, contacts and addresses which then can be accessed by the location accounts.  This means that the information can be maintained and updated in one place and accessed or linked to the Headquarters account and accessible to all locations. For example, an address is created when a Headquarters account is created. When a Location registers under the Headquarters account, that Location has the option of adding new addresses or simply linking to an existing address that has already been defined for the Headquarters.

It is important to note that Location accounts can only be created from a Headquarters Account. If the current active session is for a location account, you will not be able to add new business locations. Additionally, only authorized users will be able to update headquarters information on the headquarters account.

This identifies the Department and Unit that you are associated with.

The Catalog DUNS is the DUN and Bradstreet Number assigned to the Vendor or Customer, which is commonly used in vendor catalogs.  The Catalog Extended DUNS field is a 4-digit extension to the Catalog DUNS Number that the recipient organization established on the System for Award Management (SAM).  This field is optional.  This field cannot be populated unless the Catalog DUNS field is populated.

Your TIN Type will be either Social Security Number or Employee Tax Identification Number based on the Classification option you have selected.    

If your TIN Type is Social Security Number you may also need to provide more detailed information – the Detailed TIN Type, which specifies whether the identification is a Social Security Number (SSN), Individual Tax Identification Number (ITIN), or Adoption Taxpayer Identification Number (ATIN).

Catalog Unique Entity Identifier is a unique 12-digit alphanumeric field that is used to identify the vendors associated with their catalog. The U.S. General Services Administration issued a regulation that replaces the identification of vendors by Data Universal Number System (DUNS) with Unique Entity Identifier (UEI). This field is displayed wherever the DUNS field is located on the VSS pages.

• First Name – Only enter your first name if you are doing business as an Individual. If you are doing business as a company, leave this blank.

• Middle Name – Only enter your middle name if you are doing business as an Individual. If you are doing business as a company, leave this blank.

• Last Name – Only enter your last name if you are doing business as an Individual. If you are doing business as a company, leave this blank.

• Legal Name on W-9 - The legally defined name of your company. If you are doing business as an Individual, leave this blank.

• Business Name (Alias/DBA) – Enter the alternate name, alias or operating name (doing business as) used to identify your company. If you are doing business as an Individual, leave this blank.

An entity that is required to file an information return with the IRS, as it must obtain your correct taxpayer identification number (TIN) to report.  The information provided on this page should be the same that is included on the W9 form you would supply.

Classification is the “Entity Type” you provided on your W-9 form.  When modifying this field you must select from the available classifications in the list provided.  Some examples of Classification are Individual, Profit Corporation, Partnership, etc. If you have a SSN for your W-9 Tax ID, your Entity Type is Individual. If you have an EIN, you may fall under any of the other Entity Types provided.

• Detail TIN Type – May be required if you have registered as an individual. Valid values are SSN, ITIN, and ATIN.

• Street - The address associated with the Taxpayer Identification Number used for 1099 reporting purposes.

• City – Enter the City information as listed on your W-9 form.

• State/Province – Enter the State/Province information as listed on your W-9 form.

• ZIP/Postal Code – Enter the Postal Code information as listed on your W-9 form.

• Government Entity – Captures the Department and Unit your vendor is associated with.

• Location Name – Indicates the physical location or identifying name associated with your business location.

• Location Web Address – Indicates the web address associated with the current business location.

• Number of Employees - Indicates the range of the number of employees for the vendor/customer. Valid values are: <50, 51-100, 101-250, 251-500, 501-750, 751-1000, and >1000.

• Annual Income - Indicates the annual income range for the company. Valid values are: <1 million, 1-2 million, 3-5 million, 5-10 million, 10-20 million, > 20 million. You can only enter this field if the Organization Type is Company.

• Foreign Tax ID – This field captures the international alphanumeric Taxpayer ID for a foreign vendor for reporting purposes. This is an optional field and is not used by the 1099 reporting process.

• Healthcare Provider – This field indicates if your organization has been designated as a healthcare provider.

• National Provider ID/National Provider Identifier (NPI) – This is the unique 10-digit identification number issued to health care providers in the United States by the Centers for Medicare and Medicaid Services (CMS).

• Assigning Authority – This is the name of the governing body that oversees the healthcare provider (for example, Medicare, Medicaid, CMS, and so on. This field is optional both for internal healthcare providers added in Advantage Financial and for ones who registered in VSS.

• W-8 Form - Enter the appropriate W-8 Form option that applies to your organization.

• Ordering DUNS - The Dun and Bradstreet account number assigned to the vendor or customer.

• Internet Catalog - The web address for the record's online catalog. If your system is configured to use Buysense.com, this field should be populated with data from the Buysense.com system.

• Preferred Ordering Method - This field indicates the preferred ordering method for this vendor. Valid values are Paper and Electronic.

• Pcard Acceptance Level - Indicates if the supplier accepts procurement cards, and if so, what level of data exchange they use. Valid Values are No PCARD, Amount, Amount + Order Number, and Amount + Order Number + Line Detail.

This is the physical location or identifying name of the business.

The DUNS field captures the Dun and Bradstreet account number assigned to the location used to uniquely identify an address during ordering.

The Extended DUNS field is used to support federal reporting and supplements the existing DUNS Number. This suffix is an optional reporting element for the Federal American Recovery and Reinvestment Act (ARRA) for grant reporting.  This field allows agencies to track activities by separate departments or other organizational levels by assigning separate extensions.  The Extended DUNS field cannot be populated unless the DUNS field is populated.

The Commercial and Government Entity (CAGE) Code is a five-character alphanumeric value used extensively within commercial and government entities. The CAGE Code System provides a standardized method of identifying a given facility at a specific location and must be in uppercase format. The CAGE Code field can vary by vendor location.

If you are a foreign vendor, you should set the Organization Classification to Foreign and you should enter your Taxpayer Identifier in the Foreign Tax ID field.  You may also need to provide additional W-8 Form information.

This is the unique 10-digit identification number issued to health care providers in the United States by the Centers for Medicare and Medicaid Services (CMS).

The Healthcare Provider field is populated based on if you indicated that your organization was a Healthcare Provider when you registered in VSS or when your vendor account was initially created in the system.

This is the name of the governing body that oversees the healthcare provider (for example, Medicare, Medicaid, CMS, and so on).  

Unique Entity Identifier is a unique 12-digit alphanumeric field that is used to identify the vendors. The U.S. General Services Administration issued a regulation that replaces the identification of vendors by Data Universal Number System (DUNS) with Unique Entity Identifier (UEI). This field is displayed wherever the DUNS field is located on the VSS pages.

• ABA Number - This is the ABA transit routing number of the financial institution that maintains this account.

• Account Type - Allows users to indicate whether the account is a Checking account, or a Savings account.

• Remittance Advice Transmission Mode - The Remittance Advice Transmission Mode field can have one of the following values: Postal, Email – As an Attachment, Email – Embedded HTML, and Blank. If the Remittance Advice Transmission Mode field is Email – As an Attachment or Email – Embedded HTML then the Email Address must be populated for all payment addresses for the vendor.

• Account Number - The Account Number is the number of the bank account to be used for EFT payments.

• Routing Number - This field specifies the individual account to be used when a payment is made to a bank account that has been established for a pool of account holders. The Routing ID Number identifies the specific account holder to which the deposit is made within the pooled account. The Routing ID Number field is not required. If this field is populated, it can only contain numeric values, and the Account Number field must also contain a value.

If you are a Healthcare Provider, you can update your EFT/Financial Institution information in the Healthcare Provider EFT Enrollment sections. If you are not a Healthcare Provider, you can update your EFT information in the EFT Information section.

This is the ABA transit routing number of the financial institution that maintains this account.

Allows users to indicate whether the account is a Checking account or a Savings account.

This is a file containing the details of the check, warrant or Remittance advice. This file can be received by one of three transmission modes: Postal, Email as an attachment, or Email as an embedded HTML.

The actual account number designated by the financial institution that maintains the funds.

A number that allows you to specify the individual account to be used when a payment is made to a bank account.

The current status of electronic funds transfer (EFT) processing for your organization.

• Number of Days 1, Number of Days 2, Number of Days 3, and Number of Days 4 - The maximum number of days that can elapse between the voucher date and check date and still have the discount apply.  

• Discount Percent 1, Discount Percent 2, Discount Percent 3, and Discount Percent 4 – Enter the percentage of credit received when payment is received within the specified number of days in the corresponding Number of Days field.  For example, if your business offers a 2% discount for payments within 10 days and 1% discount for payments within 15 days, you would enter:

• Number of Days 1: 10

• Discount Percent 1: 2.00

• Number of Days 2: 15

• Discount Percent 2: 1.00

The Executive Compensation fields support the federal grant reporting requirements for the Federal Funding Accountability and Transparency Act (FFATA).  

The Officer Name 1 through 5 fields capture the names of the 5 highest paid executive officers. The Officer Name fields must be populated in sequential order (that is, Officer Name 2 cannot be populated unless Officer Name 1 is populated). The Officer Compensation 1 through 5 fields capture the compensation of the 5 highest paid executive officers. If the corresponding Officer Compensation field is populated, then the Officer Name field must be populated, and vice versa.

This section and the fields within are specific for Healthcare Providers as mandated by HIPAA rules.  

Allows users to indicate whether the account is a Checking account or a Savings account.

This field is used indicate the unique identifier used by the vendor for the purpose of grouping (bulking) claim payments.  Values are:  blank, Provider Tax Identification Number (TIN), and National Provider Identifier (NPI).

The actual account number designated by the financial institution that maintains the funds.

A number that allows you to specify the individual account to be used when a payment is made to a bank account.