Supplier Naming Standards

Company Names

a. Hyphenated Company Names Remove the hyphen or slash with no spaces

e.g.: AAA-1 or RE/MAX
enter: AAA1 or REMAX

b. Company Names beginning with “The” or “A” Enter as it shows

e.g.: The Garden Center
enter: THE GARDEN CENTER

c. Company Names beginning with Numerals Spell out the numerals, unless the numbers are part of the legal name

e.g.: 1st Bank
enter: FIRST BANK

d. Company Names beginning with a City or State Spell out the City or State Name, do not abbreviate

e.g.: City of Oakland Storage
enter: CITY OF OAKLAND STORAGE
e.g: State of TX Storage
enter: STATE OF TEXAS STORAGE

e. Company Names with multiple initials

Spell out the abbreviation unless it is the legal name.
e.g.: PG&E
enter: PACIFIC GAS AND ELECTRIC COMPANY

f. Company Names beginning with Number Sign “#” Spell out the number, do not use the Number Sign “#”

e.g.: #1 Automotive
enter: NUMBER ONE AUTOMOTIVE

g. Company Names beginning with other Symbols such as quotation marks

Do not use the symbol, begin with the word
e.g.: “Best Nail in Town”
enter: BEST NAIL IN TOWN

h. Company Names beginning with United States Government ABBREVIATE United States with NO blank space between the letters and NO periods after the letters

e.g.: United States Government
enter: US GOVERNMENT
Suppliers Address Convention

i. Company Names beginning with a Person’s Name Enter as written

e.g.: Wayne Scott Architecture Elements
enter: WAYNE SCOTT ARCHITECTURAL ELEMENTS

j. Company Names containing only a person’s name Full name followed by CPA or MD without comma in between

e.g.: Carol Burnt, CPA
enter: CAROL BURNT CPA

k. Doing Business As – DBA

Enter the DBA name in the SITE field following the naming standards-No colon after DBA
e.g: DBA: Eshu Housekeeping
enter: DBA ESHU HOUSEKEEPING

l. Company Names containing Inc. ,Co., or Corp. - Do NOT put a comma between the company name following the naming standards

Do NOT put a period after Inc, Co, or Corp
e.g.: Elite Textile, Inc
enter: ELITE TEXTILE INC

m. Company Names containing special characters DO NOT enter the special character

e.g.: City of Oakland Storage & Transfer
enter: CITY OF OAKLAND STORAGE AND TRANSFER
e.g.: David’s Pawn Shop
enter: DAVIDS PAWN SHOP
e.g.: Tom’s #1 Pizza
enter: TOMS NUMBER ONE PIZZA

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Individuals’ Names
Names should be entered in ALL CAPS, enter First Name, Middle Initial and Last Name.

a. Hyphenated Last Names

Remove the hyphen and add a space where the hyphen was
Leave a space between First Name and Middle Initial
e.g.: Ramona J. Stanley-Brown
enter: RAMONA J STANLEY BROWN
Suppliers Address Convention

b. Last Names beginning with Mc or Mac

No space between Mc or Mac and the next word
e.g.: Mc Donald, Ronald
enter: RONALD MCDONALD

c. Apostrophes in Last Names

Delete the apostrophe and DO NOT leave a space
e.g.: O’Brien
enter: OBRIEN

d. Salutation

The salutation must be ALL CAPS and with NO period. Salutation should be abbreviated.
e.g.: Mister
enter: MR
e.g.: Doctor
enter: DR

e. Suffixes

Enter the suffix after the last name without a comma Suffixes must be abbreviated.
e.g.: John Smith, Senior
enter: JOHN SMITH SR

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Address
Addresses should be in ALL CAPS. There can be NO PUNCTUATION (periods, comma, apostrophes, pound signs, etc.) in the address. Whenever possible, EVERYTHING is spelled out. Examples include words such as boulevard, suite, north, south, etc. Boulevard may be abbreviated as BLVD if necessary to fit into the address line. Enter the address information in the following sequence:

a. Enter all address information:

Address Number
e.g.: 1234
enter: 1234
e.g.: 124 ½
enter: 124 ½
Note: Fractions are the only instance in which a special character “/” is utilized
Suppliers Address Convention
Street Name
Note that numbered streets in some cities may either be spelled out or numeric. Check the zip code directory.
e.g.: First
enter: FIRST
e.g.: 13th
enter: 13th
Address Unit
Do NOT use #
e.g.: #101
enter: 101
e.g.: Suite 10
enter: SUITE 10

b. Address Other

Contains other address information such as: recipient information, PO Box, department, or additional mail shop information.
e.g.: Attention: Marketing Dept.
enter: ATTENTION MARKETING DEPT
e.g.: building 5
enter: BUILDING 5
e.g.: P.O. Box 5
enter: P O BOX 5
e.g.: Rural Route #5
enter: RR 5

c. City – Do NOT abbreviate

e.g.: New York City
enter: NEW YORK CITY

d. State – USE 2 character Post Office Abbreviation

e.g.: Colorado
enter: CO

e. Zip Code

Use “zip + 4” zip code when known. Otherwise use the 5 digit zip code.

f. Do not input the Country

e.g. United States

Accepted
NUMBER ONE COOP AND COIN LAUNDRYMAT
800 NEWBEE ROAD SUITE 456
OAKLAND, CA 94612

Not Acceptable
#1 Co-Op & Coin Laundry-Mat
800 Newbee Rd., #456
Oakland, CA 94612