AP CAR - New Paperless Vendor Creation System

Frequently Asked Questions

Before creating a new vendor record, why should I verify non-duplication in the system?

Although most duplication will be stopped by the system, an improper or duplicate entry could ultimately delay payments to your vendor (i.e. due to improper remit addresses, incorrect vendor names or rejected creation requests).

What if a vendor already exists in the system, but has a changed remit address?

Cease vendor record creation and contact AP at vendormaintenance@columbia.edu with new or corrected information. (However, you will be able to enter in an additional remit address for a vendor that already exists in the system.)

What if I can’t find the vendor I am searching for?

Then log onto the Vendor Data Collection (VDC) system to create a new vendor record.

How do I log onto the Vendor Data Collection (VDC) system?

Two ways: 1) Via AP CAR (when asked “Do you request creation of a new vendor?” Click on “OK”, or 2) Enter via the following portal link https://my.columbia.edu (Sign in with your UNI, click on FinSys tab, find the Accounts Payable section then Click on “Vendor Create” to enter VDC.)

Why does the VDC system ask me questions as I move through it?

The system uses your answers to craft the correct vendor record so that payments are made according to proper University policies and procedures.

What is the difference between an “E” vendor and a “P” vendor? And what is an “F” Vendor?

An “E” vendor denotes Columbia faculty, staff or students (the assigned AP CAR vendor number will have an “E” prefix). A “P” vendor is not directly affiliated with the Columbia University. An “F” vendor is foreign and/or does not have a SSN or Fed. ID #.

What is the Master Vendor File?

The AP CAR master system file contains the payment information for each vendor the University is able to pay. When a new vendor record is created, the VDC system feeds new information into the Master Vendor File.

When does a Vendor submit invoices with “unique” invoice numbers?

Check Requests, Travel Advances (each form has a unique number) and Petty Cash Reimbursement requests (also processed via a Check Request) all are invoices with “unique” numbers. Company bills (invoices) should also all have “unique” invoice numbers on them.

What should I do if a “P” Vendor uses a SS# as their Tax ID (as opposed to Fed Tax ID)?

It’s okay as long as the “P” Vendor is an individual (not incorporated) and has submitted a completed W-9 form to AP Vendor Maintenance - FAX (212) 854-9352. (No need to submit a W-9 for “E” vendors - i.e. Columbia employees.)

Where do I find a copy of a blank W-9 form?

On the Finance Gateway Forms Library. 

Is an independent consultant considered an “E” Vendor or a “P” Vendor?

An independent consultant would normally be a “P” Vendor, but with individual status. Most importantly, remember that independent consultants must be registered with Purchasing and so would have a PO # associated with their invoices. See the Purchasing website for more info: http://www.columbia.edu/dept/purch/

How do I enter in foreign addresses on the “Vendor Create Entry” form?

Enter entire address into “Address” lines (skip “City” and “Zip” lines). Then select 99-FOREIGN from the pull-down “Select a State” menu. (If you are trying to enter a Patient Refund and the patient refuses to supply a SS#, please contact Vendor Maintenance for instructions.)

A new vendor wants to always pick-up their checks. How do I indicate this in the VDC system?

Type this info (and other similar special requests) into the “Notes” section on the “Vendor Create Entry” form.

What happens to the vendor record in VDC after I click “Release”?

The record will be reviewed by AP’s Vendor Maintenance staff who will either approve, hold (for further information) or reject your request. Monitor your VDC Pending Requests to view status of items.

What if AP rejects my request for a vendor record?

The vendor request will show up in your VDC pending request queues as “Rejected.” Items put on “Hold” will show the reason with appropriate action to be taken to rectify. Click on “History” to see reason and then “Edit” to respond to requests for further information. (If the vendor’s corresponding invoice has also been entered into AP CAR, “History Text” associated with the rejected or held request will include information on why or how to fix.)

If I do a batch of vendor create requests in VDC, will they always show up in AP CAR?

Only a saved working invoice associated with the vendor creation request will show up in the AP CAR “Vendor Assignment - WAITING” queue. However, ALL your requests will show up in the VDC pending items queue, regardless of whether invoice processing has been started in AP CAR.

When should I forward the original invoice to AP?

Not until the vendor has been completely set-up in the system and the invoice has an accepted voucher number associated with it.

Do I still need to make copies of the invoices?

Always. It’s important that you keep your own copies for departmental records (especially in case an invoice gets lost before it is paid by AP).

What should I do if a new vendor request item is not approved by AP within 4 days?

Send an email to vendormaintenance@columbia.edu requesting status and/or action. If you do not receive a response, please contact the AP Vendor Maintenance Supervisor at (212) 854-3890.