Vendor/Customer update processing is essential to accurate and timely vendor payments, customer refunds, and tax reporting. Departments are responsible for the quality and authenticity of data entered on VCC/VCM transactions. Departments are also responsible for coordinating and maintaining their vendor and customer relationships. This includes accepting changes only from authorized vendor personnel.. Unless requested by an authorized vendor/customer, departments should not make any additions or modifications to the Vendor/Customer Table (VCUST).
The Vendor/Customer update process:
- Departments receive paperwork directly from an authorized vendor.
- Departments input the information in MMARS consistent with the information received from the vendor.
- Departments save and validate the document (VCC/VCM) in MMARS.
- Departments mail original W-9s and any additional back-up documentation to CTR for final update in MMARS. The VCC or VCM Doc ID must be clearly written on the top of the W-9 form. Incomplete or inaccurate W-9s, VCCs, and/or VCMs will be returned to the Department's MMARS Liaison for correction and resubmission. Departments should refer to the Vendor/Customer Job Aids for more information.