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Vendor
A vendor is a person or company that the entity is purchasing goods or services from. The vendor record contains basic biographical information as well as 1099 and New Hire reporting information. The 1099 fields are based on the IRS guidelines. The New Hire Reporting flags are used for vendors that need to be reported to the Ohio Department of Job and Family Services.
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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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Field | Format | Definition |
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| 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 Name | Maximum length is 15 characters. | Required field when adding/modifying a vendor. Vendor's primary name. |
Account Number | Maximum length is 15 characters. | The Vendor's account number. |
| Active |
| Required field only when changing vendor's Active/Inactive status. |
| Default Payment Type |
| Identifies the default payment type for the vendor. |
| Ignore Limits |
| Indicates if vendor should ignore the 1099 limits. |
| Tax ID Type |
| Identifies the Tax ID Type for vendor. |
| ID# | Numeric without dashes | The vendor's SSN or EIN number. |
| Type 1099 |
| 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).
| 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).
| The vendor's beginning date for New Hire reporting. |
| Months | Numeric up to 2 digits. | The number of months the vendor's work is to be performed. |
| Email Address | Character string | The Vendor's email address. |
| Minority Vendor |
| Identifies if the vendor is a minority vendor. |
| Withhold Child Support |
| Indicates if the vendor should have child support payments withheld. |
ACH Active |
| 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 | Numeric and Alpha *Not included on initial release of Vendor Import | Indicates the Vendor's bank account number. |
| Bank Routing Number | Numeric *Not included on initial release of Vendor Import | Indicates the Vendor's bank routing number. |
| Deposit Type |
| Identifies the deposit type for the vendor.
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| Entry Class Code |
| Identifies if the Entry Class Code is PPD for Prearranged Payment and Deposit Entry or CCD for Corporate Credit or Debit |
| Location | Text (i.e. Primary) | Required field if the Location for a vendor is to be added/updated. Identifies the label for each Location address. |
| Name1 | Maximum length is 16 characters. | Identifies the vendor's name to be used for specified location. |
| Name2 | Maximum length is 16 characters. | Identifies a 2nd vendor name field to be used for specified location. |
| Line1 | Numeric and Text | Identifies street address for vendor's specified location. |
| Line2 | Numeric and Text | Allows for a second address line for the vendor's specified location |
| City | Text | Identifies the City for the vendor's specified location. |
| State | Two character State abbreviation | Identifies the State for the vendor's specified location. |
| Zip | Numeric | Identifies the Zip Code for the vendor's specified location. |
| Country | Text | Identifies the Country for the vendor's specified location. |
| Phone | Numeric | Identifies the Phone number for the vendor. |
| Extension | Numeric | Identifies the Phone extension number for the vendor. |
| 1099 |
| Identifies if Location entered is the 1099 address to be used. |
| Check |
| Identifies if Location entered is the Check address to be used. |
| PO |
| Identifies if Location entered is the PO address to be used. |
Merge Vendors
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When viewing a vendor, you have the option of merging other vendors into an existing active (Primary) Vendor if there are no outstanding transactions against the other vendors. The merge process can be helpful if you have multiple vendors set up with the same Tax ID Type, ID# and Type 1099. When you select 'Merge Vendors,' only vendors with the same Tax ID Type, ID# and Type 1099 will be shown as available vendors to merge. Once the merge is complete, all associated transactions from the old vendor(s) will be merged with the primary vendor for the calendar year only. Current YTD and FYTD totals of the old vendor(s) will be added together on the Primary vendor's record as well. The old vendor(s) will be flagged as an inactive vendor and a merged vendor. The Merged Vendor Transactions report will only show the information that has been updated while producing Error messages for any Vendor(s) not updated. This Merged Vendor Transaction report should be retained for auditing purposes. Once a Vendor is merged with the Primary Vendor, the old vendor will be flagged as an Inactive Vendor and a Merged Vendor, and a Merged Vendor Transaction report will be generated. This report will only include information that has been updated while producing error messages for any vendors not updated. The Merged Vendor Transaction report should be retained for auditing purposes. 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."
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Vendors with outstanding transactions (Po showing invoiceable or has a Payable) will not be merged. |
- View your Primary Vendor that you want to merge data into.
- Click on
to open the Merged Vendor grid. Grid will show Vendors already merged. You can checkmark the box next to the previously merged vendor if you want to produce a report showing the Merged Vendor Transactions on the merged vendor.
3. Click on Merge Vendor to show active Vendors that match the Primary Vendor's Tax Id Type, ID# and Type 1099 and are available to be merged.
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To help in searching the Vendor number, click the + sign in top right of pop-up box to utilize the scroll bar. |
4. Checkmark the Vendor(s) you want to merge into the Primary Vendor. Select Merge.
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."
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More Information on Vendor
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