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The IPP Suppliers, also called vendors, are the businesses that supply IPP agencies with goods and services. The vendors receive payment from the U.S. Treasury on behalf of the agencies. Individuals employed by IPP suppliers use the Collector module within IPP.
Once an agency has chosen to use the IPP application, the agency adds its vendors to the application by integrating their Master Vendor List (XMVL) with IPP. In addition, as the vendor is enrolled, the system automatically “provisions” the vendor. Provisioning is the process whereby the vendor is sent an email with an IPP User ID and password.
When the vendor is enrolled and a supplier record (Collector) exists for the vendor; the agency can then match its XMVL record in IPP to the new supplier record. Both the agency and the supplier can view payment information as well as other vendor-specific activity such as purchase orders and invoices.
To establish an agency’s vendors in IPP, the agency has its vendors added to the IPP. Agencies have three options to import vendor information:
Manually type in the supplier information into the Disburser module – through the Disburser: Suppliers>XMVL Directory>New Vendor function
Upload XMVL file in CSV format – through the Disburser: Suppliers>XMVL Directory>Import Vendors function
Upload XMVL file in XML format – through an XMVL upload task in the Disburser Administrator: Integration>Tasks page
The basis for the vendor matching process is an identification number. For US vendors, the basis for the match process is a Tax Identification Number (TIN) assigned by the Internal Revenue Service (IRS). For non-US vendors, the basis for the match process is a TIN if they have one, if not, an IPP ID. IPP uses these IDs to match new vendor entries to the current vendor database to determine if the vendors are currently enrolled in IPP.
IPP creates a matched list based on the information in the agency’s uploaded XMVL file. The agency then reviews the list and selects some or all of the proposed matches before submitting the list into IPP.
Agencies can upload a vendor record with a blank for the TIN (or IPP ID for non-US vendors that do not have a TIN). The IPP Vendor Enrollment Team confirms whether the vendor exists is the system, and, if not, an IPP ID is generated for non-US vendors and supplied to the agency to be added to the XMVL record for matching.
For those vendors that do not match to an existing vendor record, the Disburser module has an enrollment process that uses the vendor’s Contact First Name, Contact Last Name, and an Email Address to enroll the vendor.
To enroll new vendors, the agency creates the enrollment file in IPP (if no active account exists) to match the vendor to. When the agency completes the enrollment file an automated process sends the file to IPP for review and processing by the Business Relationship Managers (BRMs); the support group at IPP that helps agencies upload their vendors into the IPP database.
Once IPP processes the enrollment file, the vendor receives a User ID and password from the Treasury Web Application Infrastructure (TWAI), which the vendor can use to log into the Collector module to view POs and payment details, and create invoices.
The matching process is important and must complete before IPP can:
Enable PO and invoice transactions with the vendor
Post the agency payment detail information to the Collector module
It is important that the agencies keep their XMVL file updated to maintain synchronization between IPP and the ERP vendor information.