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Panel
Table of Contents

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4. Click on  to post the vendor to the system, click on Cancel to not post the vendor and return to the Vendor grid.

Search/View Vendors 

Vendor Grid allows the user to search for existing vendors. Click on  to view a particular vendor.   The vendor grid also allows you to sort vendor information by typing specifics within the Column Title blank fields or selecting a Column Title to sort all vendors in ascending/descending order for example.

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Please use the template spreadsheet containing the fields in the proper format (listed in the table below).  If you are not using the template spreadsheet and are creating a spreadsheet of your own, the field names on the spreadsheet must exactly match the Field names listed below.  The field names are case sensitive and must be entered exactly as shown below making sure to include the spaces between words.  Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet.  All other fields are optional.

Field   

Format

Definition

Vendor #

An integer with a maximum of 8 digits.

Required field if modifying/updating an existing Vendor.  When adding a new vendor, enter Vendor # or if left blank, the system will auto assign.
Primary NameMaximum length is 15 characters. Required field when adding a vendor. 
Enter the
Vendor's primary name.

Account Number

Maximum length is 15 characters.
Enter the vendor
The Vendor's account number.
Active
  • True = active
  • False = inactive
Required field only when changing vendor's Active/Inactive status.
Default Payment Type
  • Check
  • Electronic
  • ACH
Enter
Identifies the default payment type for the vendor.
Ignore Limits
  • True or T
  • False or F
Enter whether or not the
Indicates if vendor should ignore the 1099 limits. 
Tax ID Type
  • SSN
  • EIN
Enter
Identifies the Tax ID Type for vendor.
ID#  Numeric 
Enter the

The vendor's SSN or EIN number.

Type 1099
  • Non_1099
  • Non_Employee_Compensation
  • Rents
  • Other_Income
  • Medical_and_Health_Care
  • Royalty_Payments
  • Attorney_Gross_Proceeds
Enter
Indicates the 1099 type for vendor.  This is case sensitive and should be entered as shown.
Birth Date

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY
  • MM/DD/YYYY
  • MM-DD-YYYY
Enter the
The vendor's birth date for New Hire reporting.
Begin Date

Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).  

  • MMDDYYYY
  • MM/DD/YYYY
  • MM-DD-YYYY
Enter the
The vendor's beginning date for New Hire reporting.
MonthsNumeric up to 2 digits.
Enter the

The number of months the vendor's work is to be performed.

Email AddressCharacter string
Enter the
The Vendor's email address.
Minority Vendor
  • True or T
  • False or F
Enter whether
Identifies if the vendor is a minority vendor.
Withhold Child Support
  • True or T
  • False or F
Enter to checkmark
Indicates if the vendor
's record if
should have child support payments
should or should not be
withheld.
ACH Active
  • True or T
  • False or F
If the ACHProcessing module is installed (using the System>Modules menu option), the ACH Active field can be added or updated on the vendor's record.   
Bank Account Number
Indicates the Vendor's bank account number.
Bank Routing Number
Indicates the Vendor's bank routing number.
Deposit Type
  • 22 (automated deposit (demand credit record))
  • 23 (prenotification of demand credit authorization)
  • 32 (automated deposit (savings account credit record))
  • 33 (prenotification of savings credit authorization)
Identifies the deposit type for the vendor.
Entry Class Code
  • PPD
  • CCD
Enter PPD
Identifies if the Entry Class Code is PPD for Prearranged Payment and Deposit Entry
and
or CCD
for 
for Corporate Credit or Debit
Location
Required field only updating the Location for a vendorName1Name2Line1Line2CityStateZipCountry
Label for address location.   (i.e.  Primary)Required field if the Location for a vendor is to be added/updated.  Identifies the label for each Location address.  
Name1
Identifies the vendor's name to be used for specified location.
Name2
Identifies a 2nd vendor name field to be used for specified location.  
Line1
Identifies street address for vendor's specified location.
Line2
Allows for a second address line for the vendor's specified location
City
Identifies the City for the vendor's specified location.
State
Identifies the State for the vendor's specified location.
Zip
Identifies the Zip Code for the vendor's specified location.
Country
Identifies the Country for the vendor's specified location.
Phone

Extension

1099
  • True
  • False
Enter True
Identifies if Location entered is the 1099 address to be used.
Check
  • True
  • False
Enter True
Identifies if Location entered is the Check address to be used.
PO
  • True
  • False
Enter True
Identifies if Location entered is the PO address to be used.

Merge Vendors

This is a Draft form until Vendor Merge is included in an upcoming release.     

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5. Verify the information on the Pop UP screen and confirm the process by selecting Yes/No.

6. The Merged Vendor Transaction report will show the current year transactions that were updated as a result of the successful merge into the primary vendor.  Since vendor merge only updates current year transactions, if there are no transactions in the current year for the vendor that is merged, the report will not produce results and will state "No data returned for report."    

7.  Users should review the primary vendor locations to make sure the primary vendor locations are the locations to be used.   

More Information on Vendor

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