ARMA Rules for Looking Up Vendors

Transcription

1 ARMA Rules for Looking Up Vendors The following alphabetizing conventions are used in the Vendor Database in Colleague. The source of most of these conventions are from the ARMA (for more info see rules with adjustments made to the conventions that computers use for alphabetizing. These rules apply to all fields in the database. 1. All periods are omitted from all names and addresses. 234 S. CAMINO ST. 234 S CAMINO ST A. B. DICK CO. A B DICK CO 2. Rules for names of individuals only. a. Last name is separated with a comma from the first name JANE SMITH SMITH, JANE b. Hyphenated names become separated by one space LEE-ANN JONES JONES, LEE ANN MARY SCOTT-DAVIS SCOTT DAVIS, MARY c. Names with prefixes become one word MARY DE SANTOS DESANTOS, MARY CHARLIE VAN KAMP VANKAMP, CHARLIE 3. Do not use spaces, periods, or hyphens between initials. R-S ELECTRONICS RS ELECTRONICS R/B BOOKSTORE RB BOOKSTORE J B DRUGS JB DRUGS 4. Spaces replace punctuation between two words or between an initial and a word. ARC-ELECTRIC ARC ELECTRIC PROVET/TITUS PROVET TITUS J-MRK COMPANY J MRK COMPANY 5. Eliminate all apostrophes in all names. JAY'S BOOKSTORE O'BRIEN, JOAN JAYS BOOKSTORE OBRIEN, JOAN SDCCD Datatel Colleague Purchasing Manual 8-1

2 6. Do not spell out special characters or numbers; they should be used just as the company depicts them. #120 DRUGSTORE #120 DRUGSTORE $ STORE $ STORE 10TH HOLE BAR 10TH HOLE BAR 2 IN A TREE 2 IN A TREE 7. City name with prefixes, remain as two separate words. SAN DIEGO SAN DIEGO SANTA BARBARA SANTA BARBARA LOS ANGELES LOS ANGELES 8. Move "the" at the beginning of a company name to the end of the name. This is the only preposition or article that will be moved. THE WRITE SHOP WRITE SHOP THE IN THE PINK IN THE PINK A FINE MESS A FINE MESS 9. Use a hyphen within a set of numbers for any kind of punctuation present / Conventions for government offices. a. STATE OF CALIF (1st line) DEPT OF REVENUE (2nd line) STATE OF UTAH DEPT OF FORESTRY (1st line) (2nd line) b. CITY OF SAN DIEGO (1st line) DEPT OF JUSTICE (2nd line) CITY OF SANTA BARBARA DEPT OF TOURISM (1st line) (2nd line) SDCCD Datatel Colleague Purchasing Manual 8-2

3 c. U. S. GOVERNMENT (DIVISION) DEPT To read: US GOVT NAVY MIRAMAR AIRBASE The first line should include US GOVT and as much of the division as possible. The second line will carry the rest of the division if necessary and the department. 11. Standard abbreviations used in all cases. ADMINISTRATION ADMIN AND & ASSOCIATION ASSN CALIFORNIA CALIF COMMUNITY COLLEGE CC COMPANY CO CORPORATION CORP DEPARTMENT DEPT HIGH SCHOOL HS INTERNATIONAL INTL INTERNATIONAL BUSINESS MACHINES IBM NATIONAL NATL NUMBER NO SAINT ST SAN DIEGO COMMUNITY COLLEGE DISTRICT SDCCD SUPERINTENDENT SUPT UNIVERSITY UNIV U. S. GOVERNMENT US GOVT SDCCD Datatel Colleague Purchasing Manual 8-3

4 Address Abbreviations: AVENUE BOULEVARD CIRCLE DRIVE HIGHWAY LANE NORTH, SOUTH, EAST, WEST Unless the actual name of the street PARKWAY PLACE P.O. BOX STREET SUITE AVE BLVD CIR DR HWY LN N, S, E, W PKWY PL PO BOX ST STE 12. Lastly, as a point of information, the computer alphabetizes in this order: Spaces Special Characters Alpha Characters Numeric Characters SDCCD Datatel Colleague Purchasing Manual 8-4

5 VENDOR INQUIRY Initiators now have access to viewing some of the vendor screens. This is helpful to find out vendor addresses, phone number, fax number, and their primary address, which is critical since Purchasing s all purchase orders. Here are some step by step instructions and screen prints to guide you. Enter VEND into the Quick Access field and click Go Enter a portion of the vendor name. Click Save button. Select the correct vendor. SDCCD Datatel Colleague Purchasing Training Manual 8 5

6 To view more information, click on the blue detail box near the Demographics field. System defaults to ORGP first click OK if you want to view the address and/or phone number SDCCD Datatel Colleague Purchasing Training Manual 8 6

7 Select the Vendor/Purchasing address. On this screen (ORGP) you can view the vendor address and phone numbers (and other information). To view additional information such as the primary address, click on blue detail box by the Addnl Info field. SDCCD Datatel Colleague Purchasing Training Manual 8 7

8 SDCCD Datatel Colleague Purchasing Training Manual 8 8

9 The system defaults to AORG, click OK. This screen (AORG) displays the primary address (as well as other information). SDCCD Datatel Colleague Purchasing Training Manual 8 9