Before adding a new vendor the Kuali Financial System, first verify that the vendor is not already onboarded or is in the process of being onboarded. Use the instructions below to search for a vendor in KFS or to verify that a vendor does not 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: Find the Vendor Lookup link in the Purchasing portlet. Both links lead to the same search window.
Searching by Vendor Name Using *Asterisks*
From the Vendor Lookup screen, search for vendors using the Vendor Name field. It is difficult to know exactly how the vendor’s name was entered into the system, search for a keyword that will be part of the name. Put asterisks (*) on both sides of the keyword to 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
Search multiple keywords but 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 view an example.
If the vendor is found in KFS, stop - they are already in the system and available to be paid. It is not necessary to send an onboarding request invitation. If the vendor is not found in KFS, next search the Kuali Vendor Onboarding system to make sure they are not in process of being onboarded.