Find a Vendor Number To Use On An Invoice​

​The best way to enter a vendor on an invoice is to click the asterisk next to Vendor #, enter some search criteria, and then click Find (this is referred to as a ‘lookup’).

1. On the Invoice screen, click the asterisk next to Vendor #.

Figure 1 - Vendor look up

the vendor number field asterisk highlighted and the vendor look up window displayed 

2. Enter any combination of search criteria – Name (will search for vendor name and business name), City, Vendor #, etc.

  • Use the wildcard symbol (the % sign) in any field to help your search. For example, enter “%Office%” in the Name field.
  • Do not use an apostrophe in the Name fields. For example, use “oconner” instead of “O’Conner”.
  • A vendor that has been added in STARS or Vendor Maintenance will not be available in Payment Services until the day after it is entered.

3. Click Find.

  • If the number is found, but the vendor name and address is incorrect, or you cannot find a vendor, uncheck Agency Vendors, then and click Find. The Agency Vendors check box means that the search results will display vendors (and vendor numbers) your agency has recently used in Payment Services. These vendor names and addresses may have been changed in the STARS Vendor table and therefore may no longer be valid.
  • If you still cannot find a vendor, use the wildcard in your search.

4. Click Select next to a vendor number and the vendor related fields will be automatically filled in.

  • If the vendor address that is automatically filled in is different than what was displayed in the search has changed in the STARS Vendor table. You should contact the vendor and verify the address and TIN.

5. If you do not use the search, enter the vendor number (Vendor #) and the vendor number suffix (Sfx). Then click in the next field or press TAB and the Vendor Name and Address will be populated automatically.

If a vendor is new or has changed their address or their name, but their vendor number does not change, you may not find the vendor in the Vendor Look Up. Uncheck the Agency Vendors check box, enter your search criteria, and then click Find. If you still cannot find a vendor, use the wildcard in your search.

If a new vendor has been added through the Vendor Maintenance application, it will not be available in any SCO web application until the following business day.