| Panel | |
|---|---|
|
...
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.
...
The Vendor Import option may be used to import new vendors or to , modify existing vendors, or import vendor adjustments using a spreadsheet (CSV format). Please refer to the Vendor Import Criteria for further details on the CSV file format. We have also provided a template spreadsheet for districts to use. Any rules pertaining to vendors will also be applied when importing receipts.
...
See the Import Criteria sections below for the required headers and CSV templates.
- From the Core menu select "Vendor."
- To import a CSV file, click on
. - Choose the import method
- Add or Update Vendors - General Vendor information
- Add Vendor Adjustments - Impacts YTD amounts
- Click on "Choose File", browse for the file (.CSV) and click "Open" or select the file by double-clicking on the file name.
- Make sure the system has brought in the proper file.
- Click on "Load."
- The selected filename will be visible.
- A message box will appear showing the number of Records Loaded and the Number of Errors.
- An output (CSV) file will be created containing the number of records loaded or records with errors.
- If an error occurs, open the output CSV file, make the necessary corrections, and re-import the corrected output file.
Add or Update Vendor
...
Criteria
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 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. |
| Last Activity Date | ||
| 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.
|
| 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 | Required field if the Location for a vendor is to be added/updated. This field is user defined to help Identify different Locations (addresses) for different situations. For example, the vendor may have a location for a PO address and location for a check address. (examples: Primary, Check Address, PO ) |
| 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. |
Add Vendor Adjustments Criteria
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 Must match an existing vendor number. |
| Date | Acceptable formats as used in UI can utilize '/' slashes or '-' hyphens or numbers only (no delimiter).
| Required field Date to post the vendor adjustment as of. This date will be used to determine which Month and Year totals the adjustment impacts. |
| Description | Character String | Description that will show on Vendor Adjustment grid for this entry |
| Taxable |
| Determines if this entry will impact the Taxable totals that are used for 1099 amounts. If this column is left blank or not included, the default valued is True. |
| Amount | Must be a number. Cannot use $. | Required field Amount for this vendor adjustment. |
More Information on Vendor
...
If the ACHProcessing module is installed (using the System>Modules menu option), then a set of ACH fields will also be available for the vendor. USAS-R does not currently support the creation of ACH files so ACH Active flag is not currently used, but the other ACH fields may be used with third-party vendor software that support vendor ACH submission. For more information on utilizing these fields for third-party ACH file creation please see the Vendor section of the FAQ wiki page.
Vendor New Hire Fields
The Reportable Status for vendors can be manually set to Reportable or Not Reportable when adding the vendor. For Vendors that are set to Reportable, the "Reported" check box and "Last Reported Date" will be updated when the vendor exceeds $2,500.00 for the year and is included on the Vendor New Hire Report (run as actual). When the Posting Period is changed from December to January of the next calendar year, the Reportable check box will automatically show as cleared (not reported) for the new year.
...
In SYSTEM/Configuration, the Transaction Configuration option allows the district to track the highest transaction number instead of the system using the highest number retrieved from the database. Please click here for more details.
Multi-Vendors from Classic
...