Resources for PaymentWorks Initiators
PaymentWorks (PW) is the Purdue University Vendor Portal. PaymentWorks Initiators can find helpful resources on this page.
Resources for Initiators
Initiator Training
March 2025 Initator Training PowerPoint
Recording of the March 2025 Initiator Training
Comming Soon: QRG’s for Intiators
Frequently Asked Questions
Below is a list of Frequently Asked Questions pertaining to the Intiator role. Some of these questions are from the pre-launch Initiator training. Additional FAQ’s can be found on the Resources for Vendors and Faculty and Staff Resources pages.
My vendor is showing status of “Approved” in PaymentWorks (PW), when will the vendor number be assigned?
When a vendor registration is complete, it will show status of Approved. A status of Approved means vendor onboarding has been completed and the vendor number is being loaded into the SAP. Be sure to check SAP T-code BP to determine the vendor number.
I can see my vendor number in SAP, but it is not showing the status of Onboarding Complete in PW. When will I be able to use my vendor number?
Based on a number of factors, PW may or may not reflect the SAP vendor number in its console status bar. It’s important not to wait for PW to reflect the vendor number. A status of Approved is the final formal step in the onboarding process. Once the vendor number can be found in the SAP, it is available to use.
A vendor I need to use has an address change; how can they update their address?
If a vendor has registered through PW, they can log into PW and update their address and submit the change. If approved, the address update in PW is updated in SAP. The address update in SAP is manual and there can be a short delay from the time the vendor submits the update until it is reflected in SAP. A new invitation is not needed for a vendor to complete this task.
If the vendor has not registered with PW please contact your purchasing center to start the PW onboarding process.
A vendor I need to use has an address change, how can they update their address?
If a vendor has registered through PW, they can log into PW and update their address and submit the change. If approved, the address update in PW is updated in SAP. The address update in SAP is manual; there is a short delay from the time the vendor submits the update until it is reflected in SAP. A new invitation is not needed for a vendor to complete this task.
If the vendor has not registered with PW please contact your purchasing center to start the PW onboarding process.
My vendor is already in SAP, why don’t they have a PW account?
The PW onboarding application began in 2025. Each new vendor in SAP has been onboarded via PW. A number of long-time, continually used vendors were previously registered in SAP prior to PW and may not have a PW account. If one of these older vendors needs to make a change to their information, an initiator should send them an invitation through PW to begin the new vendor onboarding process.
I see on my PW Onboarding Tracker that an invitation was returned. What does that mean? Were they rejected for some reason?
PW users may occasionally see a vendor’s registration with a status of Returned in their dashboard console. Typically, this is due to one of the following reasons:
- The vendor is already in SAP with the same information that was provided in PW and the registration was not needed.
- The vendor has provided information, such as an address, that needs to be corrected before it can be approved and added to SAP.
- The vendor’s legal name and FEIN #/SSN are invalid or do not match IRS records and must be corrected by the vendor before they can be approved
- The vendor did not validate any ACH information with PW.
When a registration is returned, the vendor/individual is given instructions to correct their registration.
The status of Returned does not necessarily represent a meaning of rejection or denial from entry into the SAP. Typically, it means the vendor is informed of a needed change or update on their registration. They receive instructions from PW or Vendor Data and can login to complete the change and resubmit the registration.
If you have questions regarding a returned registration to a vendor, you should contact vendordata@purdue.edu. It’s important not to directly contact PW support.
Will adoption of PW eliminate the need for a one-time vendor process?
Not yet. We are looking for opportunities to make that process more efficient now that we have the vendor portal.
How does PW work to protect Purdue and vendors from fraudulent email addresses?
PW has a team dedicated to monitoring security. Payments are indemnified up to $2M and as of our implementation, they had never had to pay out.
What is the typical turnaround time for the PW verification process?
Once the vendor has entered and submitted their data, PW will be triggered to complete the validation process. The validation initiation is an automatic process and is typically very quick. The primary determination for the length of onboarding will typically depend on the responsiveness of the vendor.
Will we be able to see why a vendor might be returned, rejected or is otherwise being held up?
Yes, there is a section where Accounts Payable can add notes and will be visible. For a return, Accounts Payable will add comments as to what the vendor needs to correct to finish the onboarding process. However, a true rejection will be rare. An example of where AP might reject a vendor is when the vendor is determined to be fraudulent.
If a vendor application has been returned for correction or additional information and they contact us for assistance, can we help them?
No. The vendor is 100% responsible for entering their data and addressing issues with their application. No one at Purdue, even Accounts Payable, has access to enter or correct data in the PW system. The vendor should be directed back to PW for assistance.
Some vendors have multiple ‘remit to’ addresses, how are they treated in PW?
The recommended best practice is for the vendor to have only one PW record. However, each vendor may decide that an additional PW account is necessary based on their unique business needs. Regardless, as it is today, each ‘remit to’ address will have a separate SAP Vendor Number.
When setting up a new vendor to provide a reimbursement, what should we select for the “reason” for inviting the supplier?
Since the vendor has purchased items that need to be reimbursed, “product” should be selected from the “Reason for inviting this supplier” drop down menu.
Should Initiators reach out to existing vendors to invite them onboard?
No, not at this time. We currently have all of the information to make payments to these vendors. We will develop a process for how current vendors will be onboarded into PW.
How will we know if a Payee Certification form will be needed?
Same rules as today. The certification is needed as part of the payment process, not the vendor set up process.
How does someone obtain the Initiator role?
Initiators have been specifcially selected. Initator roles are limited and will generally only be reassigned due to staff turnover. Requests for the Initiator role should be approved by the center manager or supervisor (depending on the area making the request) and then submitted via email to Kristi Mickle and Whitney Beutel. The individual must have taken AP 101, PaymentWorks Initiator training and be well versed in purchasing and vendor data processes.