Vendor Clean-Up Efforts in ProcureAZ and AFIS for Address Line 3 and Address Line 4

The new AFIS system will only accept two address lines for vendor records. This means that all vendor addresses must only occupy two lines by 7/1/2015. In an effort to streamline go-live activities, we are going to begin modifying address information for ProcureAZ and AFIS vendors that have data in Address Line 3 and/or Address Line 4. The clean-up effort will begin with the vendors in ProcureAZ. There are two potential components to this cleanup:

  • Relocate information entered on Address line 3 and/or Address line 4 to Address Line 1 and/or Address Line 2
  • Move “Doing Business As” (DBA) information from Address Line 1 to Address Line 3. Note that Address Line 3 will only be used as a holding place until go-live of the new AFIS.

Vendors that do not have information on Address line 3 and/or Address Line 4, and do not have a DBA, will not be affected by this round of changes. The rest of this article provides more specific information about each of these types of changes.

Address Information Changes
Vendors who are currently utilizing Address Line 3 and/or Address Line 4 in ProcureAZ and/or current/legacy AFIS will be reviewed to determine if the information in those lines is unique, or repetitive of information contained in other address lines. If the Address Line 3 or Address Line 4 information needs to be retained as part of the address, it will be moved to Address Line 1 or Address Line 2. Below is an example of the types of changes that may be implemented:

Currently set up as:
Line 1 = Accounts Payable Department
Line 2 = Attn: John Smith
Line 3 = 123 N. 4th Street
Line 4 = Suite 500

Will be modified to:
Line 1 = Attn: John Smith, Accounts Payable Department
Line 2 = 123 N. 4th Street, Suite 500

DBA Related Changes
The new AFIS will have two vendor name fields; “Legal Name” and ”Alias/DBA”. This removes the need to utilize an address field to track the DBA name. We are taking an iterative approach to support this change by ‘relocating’ the DBA information in ProcureAZ.

  • Vendors who currently have a DBA name in Address Line 1 will be modified to move this DBA name to Address Line 3 during this first step.
  • When these vendors are converted to the new AFIS, the DBA name stored in Address Line 3 will be mapped to a new AFIS field named “Alias/DBA”. This information will also be stored in the Company Name field in ProcureAZ.

We recognize that this DBA name prints on a warrant and currently shows as Address Line 1. In support of the preparation for the new AFIS, the DBA name will print on Address Line 3 as we update the ProcureAZ vendor addresses. This will remain in effect until the go-live of the new AFIS. Below is an example of the expected changes:
 

Currently set up as (and prints on a warrant as):
Line 1 = DBA Joe’s Tire Shop
Line 2 = 500 W. North Street
Line 3 = Suite 10

Will be modified to (and will print on a warrant as):
Line 1 = 500 W. North Street
Line 2 = Suite 10
Line 3 = DBA Joe’s Tire Shop

Vendors who are currently synchronized with legacy/current AFIS will be automatically updated in legacy/current AFIS. Once the vendor clean-up of Address Line 3 and Address Line 4 is completed in ProcureAZ, GAO will begin the clean-up effort in legacy/current AFIS to modify vendor records that are only in AFIS and/or have not been synchronized with ProcureAZ.

If an agency and/or vendor feel that the printing of the DBA name on Address Line 3 is an inconvenience, we highly recommend the vendor consider switching to ACH payments or accepting the P-Card. If you have any questions, please contact Angela Dillard at [email protected] or 602-542-5401.

 

Author
Angela Dillard
Date