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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1. View a vendor
2. Click on Vendor Adjustments to open the Vendor Adjustments grid.
3. Click on Create to create an adjustment:  
   • Date: The date will default to the current date. 
   • Description: You can optionally enter a description for the vendor transaction
   • By default, taxable will be checkmarked.  When checked, both the FYTD Taxable Total and FYTD Total as well as the YTD Taxable Total and YTD Total amounts will be updated.   The 1099 program will use the amount from the YTD Taxable Total. 
   • Amount: the amount of the vendor adjustment.  The amount entered can be positive or negative to increase or reduce the current YTD totals. This field cannot be blank or $0.00.  This field cannot contain special characters ($) or commas.
4. Click on Post to post the transaction and it will be displayed on the Vendor Adjustment grid.

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When viewing a Vendor, qualifying vendors will have the Merged Vendor button available. This button will only be available to click for vendors that are eligible to be merged or vendors that have already had other vendors merged into it. A vendor is eligible to be merged if it is active and there are other vendors that have the same Tax ID Type, Tax ID#, and Type 1099. If there are no other vendors with this information it is not eligible to be merged and therefore the Merged Vendors button will be greyed out.

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1. View an active vendor
2. Click on Merged Vendors  to open the Merged Vendors grid.
3. Click on Merge Vendor to initiate a new merge:  
   • Effective Calendar Year: When merged, any existing transactions for the old vendor in the selected calendar year only will be changed.
     • The current calendar year will display by default.  Any future years that have been created will also be available to select.
   • Vendors: Select one or more vendors to be included in the merge using the checkbox in the first column.
     
   • Only vendors that are eligible to be merged into this vendor will appear in this grid. This list can be filtered by number or primary name.
     • For a vendor to be eligible for merge, the selected vendors are required to have the same values for the following fields:
     • Tax ID Type
     • ID #
     • Type 1099
4. Click on Merge to merge the selected vendors into the originating vendor. The selected vendors will be made inactive and marked as Merged.
   1. The vendor(s) being merged will no longer be active and the associated transactions beginning with calendar year selected will now be linked to the primary vendor.
      
      
   2. An output report will generate showing any transactions that will be updated to the new vendor as a result of the merge.  A copy of this report is automatically sent to the Calendar Year section of the File Archive. 
      

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Once vendors have been merged, the list of "old" vendors that were merged into the vendor being viewed will show in the Merged Vendor grid. This grid will show the Vendor Name, Number, Calendar Year of the change, and the date the Merge was performed. In order to regenerate a report of the transactions updated in the merge, click the print icon  on the row to generate a report for any one merged vendor. To print a report for more than one merged vendor, use the checkbox in the first column to select vendors then click the Print button  at the top of the grid. To close the Merged Vendor pop up window, click the Close button at the top.

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Vendor Updates

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If the vendors involved in the merge have associated Accounts Receivable records, the Billings and Payments will be updated to include the Customer (new vendor) and the Original Customer (merged vendor) on the transaction. Any updated Billing and Payment transactions will show on the Merged Vendor Transactions report. The Customer associated with the merged vendor will be made inactive.Image RemovedCustomer (merged vendor) on the transaction. Any updated Billing and Payment transactions will show on the Merged Vendor Transactions report. The Customer associated with the merged vendor will be made inactive.

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Un-Merge Vendor

After a vendor has been merged, the option to Un-Merge Vendor will become available. When a vendor is unmerged, any transactions previously updated to the new vendor will be changed back to the original vendor. This will only apply for the transactions originally changed. The vendor's merge flag will be cleared and the vendor will be made Active. In order to view a list of qualifying transactions, use the print option from the Merge List prior to using the unmerge option.

1. View an active vendor
2. Click on Merged Vendors Image Added to open the Merged Vendors grid.
3. On the Merged Vendors List, locate the vendor that should be unmerged.
4. Prior to unmerging, use the print icon Image Added to generate a list of transactions that were updated during the merge. These transactions will be unmerged.
5. Use the checkbox to select the vendor to be unmerged
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6. Click Un-Merge Vendor Image Added
7. Review the information in the pop up and click Yes to proceed
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File Archive

When a Vendor Merge is performed, the Merge Vendor Transactions report showing the results of the merge will be sent to the File Archive. These reports will show in the Calendar Year Reports Archive tab for the Calendar Year associated with the "Effective Calendar Year" chosen when the merge is performed. These reports will contain the date of the merge in the file name as well as a timestamp field.

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