Supplier tax information is not visible to department users. Because of this, it’s always a good idea to review a supplier profile to ensure you’ve found the correct one. This page provides tips for reviewing a supplier record to verify it’s the one you need.
Visit the Search for a Supplier page to learn the basics of searching for suppliers in BUY.IU.
Click on an area of the supplier profile, listed below, to learn more about it.
The Internal Notes section is used by the Supplier Data Management (SDM) team to leave comments and clarifications about a supplier record, its status, and when it should be used.
Internal Notes are found in the Supplier 360 section of the profile and are immediately visible when you first visit a supplier profile page.
The Internal Notes of the example below states that this supplier should be used for Coca Cola product purchases only. A different supplier profile, also referenced in the note, should be used for repairs.
Some companies use a Doing Business As name, or DBA, in addition to their legal company name. When you search for a supplier, profiles that match a legal or DBA name are returned.
If a supplier uses a DBA name, it can be found under the supplier profile name, as well as in the Supplier 360 section of the profile.
In the example below, the legal name of the supplier is John A. Ferrillo Jr., but the services are provided using the company name Harvard Double Reeds.
The Summary section of a supplier profile contains details about who acted on the original invitation to complete supplier registration and their contact information. These are good details to check and compare to the current contact information you have for the supplier.
On the supplier profile:
Review the Supplier Support Contact field. This reflects who acted on the registration invitation. If this field is blank, the supplier did not act on the registration invitation.
Click on the name listed to view their contact information.
In this example, the supplier registration invitation was sent to Amanda Coffee at the email address manda@coffeehouse.com.
If this contact information matches your current supplier contact, you’ve likely located the supplier you need. If the information is different than your current supplier contact, review the Address section of the supplier profile to investigate further.
The Addresses section of the supplier profile provides a comprehensive list of addresses associated with the supplier in BUY.IU. Compare the addresses listed here with the store location or payment address the supplier provides you.
On the supplier profile, select Contacts and Locations, then Addresses to view a list of addresses.
Click on a specific address in the Select an Address column to view the details.
In the example below, a remittance address is selected. Remittance addresses reflect where payment will be sent. Fulfillment addresses reflect where orders will be sent, or the store location you’re working with.
If the address information listed here does not match what your supplier provided, this may not be the supplier profile you need.
It’s also possible that the address information is out of date and needs to be updated. If this is the case, share the address information in BUY.IU with your supplier contact and request that they update their address information via their supplier portal.
If the supplier does not have access to their supplier portal, submit a Supplier Edit Request Form to request edits on their behalf.
The Contacts section of a supplier record lists individuals in different roles at the company, such as Customer Support, Sales, etc. Review this section to see if the supplier contact you’re working with is listed on the profile.
On the supplier profile, select Contacts and Locations, then Contacts to view a list of contacts added by the supplier.
Click on a specific contact in the Select a Contact column to view additional details.
A helpful piece of information on each contact is the Email field. Review this field and pay special attention to the domain name, or the text that follows the “@” symbol.
In this example, Amanda Coffee is the contact listed for payment-related questions. We know this because the contact Type is listed as “Remittance.” Amanda’s email domain is “coffeehouse.com.”
If this is the same email domain as the contact you’re currently working with, you’ve likely found the supplier you need.
Have you reviewed a supplier record and have lingering questions? Contact the Supplier Data Management (SDM) team via the Support Form.
INDIANA UNIVERSITY
Financial Training & Communications
Cyber Infrastructure Building (CIB)
2709 E 10th St
Bloomington, IN 47408
Email: estc@iu.edu
