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Table of Contents

Vendor

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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'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 the default payment type for the vendor.
Ignore Limits
  • True or T
  • False or F
Enter whether or not the vendor should ignore the 1099 limits.
Tax ID Type
  • SSN
  • EIN
Enter Tax ID Type for vendor.
ID#  Numeric 

Enter 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 the 1099 type for vendor.  This is case sensitive.
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 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 vendor's beginning date for New Hire reporting.
MonthsNumeric up to 2 digits.

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

Email AddressCharacter stringEnter the Vendor's email address.
Minority Vendor
  • True or T
  • False or F
Enter whether the vendor is a minority vendor.
Withhold Child Support
  • True or T
  • False or F
Enter to checkmark the vendor's record if 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

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)

Entry Class Code
  • PPD
  • CCD
Enter PPD for Prearranged Payment and Deposit Entry and CCD for  Corporate Credit or Debit
Location
Required field only updating the Location for a vendor
Name1

Name2

Line1

Line2

City

State

Zip

Country

Phone

Extension

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