Before you add a new vendor the Kuali Financial System, you should first check that the vendor hasn’t already been onboarded or is in the process of being onboarded. Use the instructions below whenever you need to search for a vendor in KFS or want to verify that a vendor doesn't already exist in the system.
Navigating to the Vendor Lookup Screen
- Log into ZotPortal and navigate to the Finance/KFS Tab.
- Find the KFS Accounts Payable portlet
- Expand the Vendor section and click the link for "Vendor Lookup."
Tip: You can also find the Vendor Lookup link in the Purchasing portlet. Both links lead to the same search window, so use whichever you prefer.
Searching by Vendor Name Using *Asterisks*
From the Vendor Lookup screen, you can search for vendors using the Vendor Name field. It’s difficult to know exactly how the vendor’s name was entered into the system, so you should search for a keyword that you feel confident will be part of the name. You should also put asterisks on both sides of the keyword to make sure you return all vendors or individuals with the keyword in the name.
Asterisks are Very Important
The search function in KFS can be rather picky. For example, searching for Anteater without any asterisks will only look for a vendor specifically named Anteater. Searching for *Anteater* with an asterisk on both sides will find all vendors with names that include the keyword Anteater, including Peter Anteater, Anteater Corp., and even Planteater.
Searching for Multiple Keywords
You can search multiple keywords but you must use asterisks around each word. For example: *UNIV**TEX**SOUTH* would search for any name that has UNIV, TEX, and SOUTH as part of the name. The result would be: UNIVERSITY OF TEXAS SOUTHWESTERN MEDICAL CTR. Click the image above to expand it and see an example.
If you find the vendor in KFS, stop there because they are already in the system and available to be paid. It is not necessary to send an onboarding request invitation. If you cannot find the vendor in KFS, you should next search the Kuali Vendor Onboarding system to make sure they are not in process of being onboarded.