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Vendor
Any A vendor is a person or company that sells the entity is purchasing goods or services
Fields on the vendor Record
Vendor Address Information
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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 1099 ID# will display as ****** for any read-only or requisition only users. The New Hire Reporting flags are used for vendors that need to be reported to the Ohio Department of Job and Family Services.
The vendor number will be automatically assigned (using highest vendor # on file in USASDAT/USACON) to the next available number on file unless you override the auto assign by entering a desired vendor number. Vendor numbers 900000-999999 are reserved for memo vendors and tracked
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separately in USASDAT/USACON on the highest memo vendor # on file field. Only memo checks may be written to a vendor with a vendor number between 900000-999999. No printed check form is generated.
Status - signifies if the vendor is an active or inactive vendor. If the Inactive status is selected, it will disallow any transaction from being processed against this vendor. The default status is Active.
Name - is the name of the vendor.
2nd Name - may be used as a second line for the vendor name.
Address - is the first line of the vendor's address
2nd Address - is a second line for the address
City - list the city where the vendor is located
State - is the state or province of the vendor's location. If the vendor has a U.S. address, the valid U.S. abbreviation of the state must be entered in this field.
Postal Code - is the zip or postal code for the vendor. If the country field is blank or a variant of U.S.A., then the cost must be a correctly formatted U.S. zip code (5 digits plus optional 4-digits). Otherwise, it can be a postal code for any country.
Country - allows for foreign vendors. If this field is blank or a variant of the U.S.A., then the state will be validated for a two digit state code, and the zip code must be correctly formatted.
Phone - is the vendor's phone number
Fax - is the fax number of the vendor
Check Address Information
Check Address Information fields are used if the vendor wants payments to be sent to an address other than their place of business.
1099 Information
1099 Type: If the vendor is not a 1099 vendor, the default type of non-1099 should be used.
Non-Employee Compensation
Rents
Other Income
Medical and Health Care
Royalty Payments
Attorney (Gross Proceeds)
ID# - is the vendor's Federal IRS identification number or social security number.
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The ID# will display ********* for any read-only or requisition-only users. |
Override - If it's set to "Yes", the vendor should have a 1099 reported regardless of the Calendar Year-to-date amount. The default option is set to "No."
Other Information
Account Number - is an optional 20 character field which may contain the district's account number with the vendor
Last Activity Date - is the date of the most recent transaction type which references vendor. This field is non-modifiable.
Creation Date - is the date the vendor record was created. This field is non-modifiable.
Email Address - is the e-mail address of the vendor
Category - is an optional 2 character field which may be used to categorize this vendor
Minority Vendor - is an optional, which set to "Yes", indicates a minority vendor. The default option is set to "No."
Multi-Vendor Flag- if set to "Y" means that it does not represent a real vendor, but is meant to be used for Multi-Vendor/Blanket Purchase Orders. The default option is set to "No."
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Check name and address fields are used if payment should be sent to a different name/location then the purchasing information.
A multi-vendor does not represent a real vendor but a place holder and is meant to be used for multi-vendor/blanket purchase orders. When invoicing a multi-vendor purchase order the user must change the vendor number to a valid USAS vendor (non multi-vendor). A vendor must always be a multi-vendor (or not multi-vendor). The system will not allow a user to change classifications once created
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Child Support Flag - indicates if an outstanding child support order has been received for the vendor. If set to "Y", a warning indicating child support may need to be withheld will be displayed when processing purchase orders as well as invoices.
New Hire Reporting
New Hire Flag - is used for vendors that need to be reported to the Ohio Department of Job and Family Services. The "non-reportable" setting is the default setting. "Reported" indicates the vendor has been reported. "Reportable" indicates the vendor needs to be included in "New HIre" reporting.
Date Payments Begin - indicates the first day the vendor was paid
Last Reported Date - the last day the vendor was reported to the New Hire Reporting Center
Birth Date - indicates the date the person was born.
New Hire SSN/FEIN - indicates the social security number or the federal employee identifcation number of the new hire to be reported on the VENHIRE report. If left blank, the 1099 ID# will be re-ported. The New Hire SSN# will display ********* for any read-only or requisition-only users
Legnth of Time ( #of months) - the number of months the contract will be performing services
User Defined
User Money - is an optional numeric field for the district's own use
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User Text - is an optional 30 character field for the district's own use
User Code 1 and User Code 2 - are optional 2 character fields for the district's own use.
Create
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- From the Core menu select 'Vendor'
- Click on 'Create'
Enter in desired information into the vendor
Info Vendor name and number are required
- Click on Save to post the vendor to the system, click on Cancel to not post the vendor and return to the Vendor Query.
Query
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The Vendor Query allows the user to search for vendors that have been posted to the USAS system. It is necessary to first query a vendor in order to do any of the following:
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The vendor query allows you to search for existing vendors on the system. Click on the vendor number on any row of the query results to view, edit or delete a vendor.
Please refer to the Query chapter for more information details on how to query a recorduse the query capabilities of the software.
Edit Vendor
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Edit
Click on the Edit button while viewing the record to edit the vendor information. Only fields that are allowed to be edited will be displayed Please refer to Navigation for information on how to 'Edit' a record
Delete
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It is not recommended to delete old vendors since this might destroy an audit trail. If the vendor number is re-used, reports from prior fiscal years will not match current vendor information. We recommend changing the status from "active" to "inactive" instead. If you choose to delete vendors, it's important that you run the DELVEN program prior to deleting a vendor. The DELVEN program will list the vendors that have no activity against them. |
The Delete function may be used to delete a vendor.Click on the Delete button while viewing the record to delete vendor information. A confirmation box will appear and you will be asked to confirm that you really do want to delete this vendor.