Financial Advisory Services & Training

Financial Services Department www.finance.utoronto.ca/fast

Work Instruction

Using One Time Only Vendors

When to Use

To pay vendors who have no master data set up in the vendor database, and it has been determined that

there is no need for a new vendor master record, since it is anticipated that the vendor won't be used

more than once during the fiscal year.

NOTE: When the purchase amount is $5,000.00 or greater (before taxes), policy states that it may be

made only from vendors on the list of approved suppliers established and maintained by Procurement

Services. If a vendor is not on the list of approved suppliers, the supplier may apply for inclusion by

completing the online New Supplier Account Request Form.

Note: If the vendor account exists and the cheque needs to be redirected to an alternate address see the

"Using Alternate Payee Address" reference guide.

Steps

1. Determine the payment currency.

2. Select the appropriate OTA account to be used:

990001 - OTA Trade Payable Canadian vendors (CAD currency)

990002 - OTA Trade Payable U.S. vendors (USD currency)

990003 - OTA Trade Payable Foreign vendors (Foreign currency Drafts)

990xxx - assigned Departmental Expense Reimbursement vendor (Account Group: YTER)

or

990004 - generic Departmental Expense Reimbursement vendor number to be used by departments

without an assigned account.

3. Determine whether the cheque is to be sent to payee's mailing address or c/o a UofT department.

4. Complete the OTA address information.

Detailed Procedures

Access the transaction using:

Menu

Accounting >> Financial Accounting >> Accounts Payable >>

Document Entry >> Invoice Transaction

code

FB60

http://www.finance.utoronto.ca/fasthttp://finance.utoronto.ca/policies/gtfm/purchasing-and-payments-to-vendors/purchasing-usource-and-pcard/purchasing-including-policy-and-regulations/http://www.procurement.utoronto.ca/wp-content/uploads/2015/03/NewSupplier-form.pdfhttp://finance.utoronto.ca/wp-content/uploads/2015/10/altpayee.pdfparamso2Text Box1

1. Enter the vendor number then hit enter.

2. Complete the Address and Bank Data screen as required:

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Field

Name

Description

Title

Leave blank

Name

Line 1

The name of account, vendor/customer to whom a cheque is made payable.

Name

Line 2

The second line of a vendor/customer name record. This line does not appear on the payable

line of a cheque but is used to redirect mail or provide attention details.

Example: c/o Faculty of XXXX

Example: Attn: John Smith

paramso2Text Box3

Street The street address where a vendor/customer resides. If a cheque is to be mailed to a UofT

department, it is the street address of the department.

Note: A cheque will not be produced without a street address unless P.O.Box, and PO

box PCode fields are completed.

PO Box

The Post Office Box of a vendor/customer. Only complete in combination with the PO box

PCode field. Overrides the content of the street field.

PO box

PCode

The Postal Code associated with a P.O. Box for a vendor/customer. Only complete in

combination with the P.O.Box field.

City

City where a vendor/customer resides. A cheque will not be produced without a city specified.

If a cheque is to be mailed to a UOFT department, enter UOFT. This will result in the cheque

being forwarded through Campus Mail instead of Canada Post.

Postal

code

The Postal Code where a vendor/customer resides. If a cheque is to be mailed to a UOFT

department, leave blank.

Country

The country of a vendor/customer. The code must reflect the country to where the cheque is

forwarded (the default can be changed). For 990001, 990003, 990xxx and 990004, defaults to

CA - Canada. For 990002, it defaults to US - United States. If a cheque is to be mailed to a

UOFT department, use CA.

Region

A two-digit key used as part of an address. A region code identifies a geographic area within a

country. Note: A Canadian region code identifies a province. An American region code identifies

a state.

3. Click the check mark icon to verify the address data and return to the main Enter Vendor Invoice screen.

4. If using a departmental expense reimbursement account (990xxx) or the 990004 vendor number, complete the payment method (Pmt Method) field (C - Canadian currency, B - US currency, D - Foreign currency Draft).

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Related Topics/Sites Guide to Financial Management

Purchasing and Payments to Vendors

Travel and Other Reimbursable Expenses

Reference Guides:

Using Alternate Payee Address

Expense Reimbursement Single Currency

Expense Reimbursement Dual Currency

Reimbursement:Imprest Account

Petty Cash Reimbursement Credit Memo

End of procedure.

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