VIP Number FAQ's
If
you are assigned a VIP number or you are a VIP Administrator
for your department, we encourage you to review these questions
and answers. Click for the complete VIP procedure.
What
is a VIP Number?
A
VIP number is a 10 character "alias" that is linked
to a specific University charging instruction (PTAEO - Project,
Task, Award, Expenditure Type, Organization). The first
three characters are always "VIP," followed by 7 numbers.
Why
do we use VIP numbers?
PTAEO
charging instructions are very long, ranging from 27 to
33 digits. VIP numbers are created as a shorter version
of these charging instructions because they are easier to
remember and fewer errors are made in communicating them
than their PTAEO counterparts.
How
is a VIP number created?
Your
department's VIP Administrator creates a VIP number by accessing
the VIP application in Yale's Oracle financial system that
assigns the next available VIP number to the desired PTAEO
(Yale's charging instructions.) A short description and
the individual's name that will be using the VIP number
are also assigned to the VIP number.
Who
is my VIP Administrator?
Your
VIP Administrator is appointed by your departmental business
manager to create, assign, maintain and inactivate VIP numbers
for the department.
When
does a VIP number need to be updated?
Circumstances
that may require a VIP number to be updated include changes
to the charging instructions, description of the VIP number
or the person to whom it is assigned. If the PTAEO
changes, it is essential that the VIP Administrator immediately
update the VIP number.
What
happens if my VIP number is not updated?
If
a VIP number is not updated, it will cause orders to fail
especially if you are using your VIP number to place an
order with a vendor that uses VIP validation such as Corporate
Express or Accuship (for FedEx and DHL.) Additionally, it
may also cause an invoice hold that prevents payment to
the vendor due to invalid charging instructions. See your
VIP Administrator or Business Manager to obtain a valid
VIP number to place your order.
Note:
If your VIP Administrator updates the VIP number that originally
failed, it will not be viable for 24 hours here at Yale.
How
can I check to see if my VIP is valid?
There
are two ways to check the validity of a VIP number:
-
Go to Procurement Inquiry and select VIP Inquiry. Type the
VIP number in the search field that you wish to validate.
Note:
To use this method, you must have access to Procurement
Inquiry through your START menu. Check with your Business
Manager to obtain access permission.
Note:
To use this method, you must know the PTAEO charging instructions
associated with your VIP number.
- Run the "BUG710A" from the BUG Report Library
When
is a VIP number inactivated?
A
VIP number is inactivated when the user leaves the University.
Note:
The Oracle system will not permit reactivation of an inactive
VIP number.
Who
do I contact for help in Procurement with VIP numbers?
Call
the Electronic Commerce Office at X2-3227 or send email
to procurement@yale.edu.
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