I shared this with the Head of Payments. She has some suggestions:
Currently, we store copies of W8 and W9 forms in a folder on the shared drive. We keep a copy of them on the shared drive because we cannot access a copy of them on the University’s system once we submit them to Financial Services. They are organized alphabetically, which works for the most part. I think it would be great to be able to store one or more copies of W8 and W9 forms at the vendor screen level. I say one or more because a vendor may have more than one of such forms due to address changes, multiple “doing business as” names, etc.
It would also be great to be able to link other forms directly to the vendor page. For example, we have to complete a wire request form to upload to the University’s ePayment system whenever we process a wire payment. Currently, we store a re-usable copy of this form for each vendor, again, in a folder on the shared drive, which has their specific account information in it. If we could attach this to the vendor page, or be able to store this info on the vendor page, and then have the ability to create forms that pull info from those fields, it would be useful.
I also like the idea of having a place to make notes regarding contact with the vendor. Currently, I rely on my email (I don’t delete much), to remember when and why I last contacted someone. [Kristin editorially adds: this speaks to Filip’s desire to have generalized notes and someone to integrate email into FOLIO, even though we struggled with how best that could be done].
Finally, it would be good to have some sort of notification that would pop up when someone creates a new vendor profile that is a potential duplicate of one already in the system to prevent unnecessary profiles from being created. Or, if a second profile is required for a vendor, perhaps the vendor pages for the original profile and the new one could be linked?