Whether you are creating a new vendor file or editing an existing one, the first is to research the vendor’s name and tax identification in AP/CAR or the FFE Purchasing Requisitions module.  If you want to add a new vendor to the system, avoid adding a duplicate file by establishing that the vendor is not already in the system.  Although most duplication will be stopped by the system, an improper spelling or duplicate entry could delay payments to your vendor by adding unneeded steps to your transaction.

Searching for Vendors in AP/CAR

To search for vendors in APCAR, search both under business and individuals, by name and social security number using the “Vendor Inquiry” function.

To do this, after logging into AP/CAR, click “Vendor”, then “Vendor Inquiry”.  Search for a vendor by using both the “Vendor Number” and “Vendor Name” field.

Search by Vendor Number

First, enter a “P” prefix in the first of the three boxes in the “Vendor Number” data entry field.  A “P” vendor is either for an individual that is not directly affiliated with Columbia University or for any company or business.   In the second box, enter the vendor’s social security number or tax identification number.  Click Inquire

If there is no match, click clear and then enter the “E” prefix in the first box and repeat the process.  An “E” vendor denotes Columbia University faculty, staff, or students.

If there is a match, click VIEW and confirm that the remit to address in the master vendor file is the same as that in the documentation.  If the address is the same, assume that you have identified the vendor in the system.  However, if the address is different, search by “Vendor Name” for other addresses. 

Searching for Foreign Vendors

A foreign vendor, or “Non-Resident Alien”, does not have a social security number and, therefore, cannot be identified by searching by Vendor Number.  Search for all foreign vendors by vendor name.  Learn about foreign vendor payments.

Searching by Vendor Name

In AP/CAR, go to the Vendor Inquiry section.  Right below the “Vendor Number” field is the “Vendor Name field.

Searching for the Name of an Individual

Enter the last name first followed by the initial of the first name.  Click Inquire.  If the search turns up a vendor with the same name and same address, Click VIEW.  Look at the “Payment Type” field. The payment type in the vendor field may be different from the payment type you need to process.  For example: in the system, the Payment Type field may read “Travel and Business” and you need to process a “Check Request”.  If you need to add an additional payment type for an existing vendor profile please fill out a Vendor Modification Request, outlining your request to add the additional Payment Type to the vendor record.

If you find a vendor in the system with the same tax identification number but with a different name or a different address you should fill out a Vendor Modification Request.  A vendor maintenance staff member will carefully review the request. 

Searching for a Business Name

Enter the vendor’s name in Vendor Inquiry using the first three letters of the Vendor name.

If there is no match, search by the initials of the vendor name.

If there is still no match enter the tax identification number of the business.  All business tax identification numbers must be searched using the prefix “P”. 

If the system shows a vendor with the same name, same tax identification number, same address, click VIEW.  Look at the “Payment Type” field.  The payment type in the vendor’s file may be different from the payment type you need to process.  For example, the file’s Payment Type field may read “Date of Billing” but you need to process an “Invoice”.  If you need to add an additional payment type for an existing vendor profile please submit a Vendor Modification Request outlning your request to add the additional Payment Type to the vendor record.

If you find a vendor in the system with the same tax identification number with a different name or different address, fill out a Vendor Modification Request.  A vendor maintenance staff member will carefully review the request. 

If neither the vendor’s name nor the vendor’s number is in the system; you can proceed to create a new vendor profile using the FinSys Vendor Create module.

If you have any questions about this process, please contact the Vendor Management group by sending an email to vendormaintenance@columbia.edu.

If you are trying to create a PO or EZPO in FFE, note that if the vendor exists in AP/CAR but has not been validated by the Vendor Mangement group, this vendor will need to be validated prior to creating a PO and prior to paying the vendor.  Learn More About the Vendor Validation Process

Learn how to RUSH your Vendor Create request

Learn the Next Step (if needed): CREATE A VENDOR or MODIFY A VENDOR