| Panel | |
|---|---|
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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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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.
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.
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.
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.
- View an active vendor
- Click on Merged Vendors
to open the Merged Vendors grid. - On the Merged Vendors List, locate the vendor that should be unmerged.
- Prior to unmerging, use the print icon
to generate a list of transactions that were updated during the merge. These transactions will be unmerged. - Use the checkbox to select the vendor to be unmerged
- Click Un-Merge Vendor
- Review the information in the pop up and click Yes to proceed
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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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. This is case sensitive and should be entered as shown. |
| Ignore Limits |
| Indicates if vendor should ignore the 1099 limits. |
| Tax ID Type |
| Identifies the Tax ID Type for vendor. If this field is populated the Tax ID# is required. |
| Id # | Numeric without dashes | The vendor's SSN or EIN number. |
| Type1099 |
| 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 | n/a | Date of Last transaction activity on the vendor. This field is non-modifiable and should not be included in a vendor import. |
| 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 | Indicates the Vendor's bank account number. |
| Bank Routing Number | Numeric | 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. This is case sensitive and should be entered as shown. |
| 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. |
| Country Code | Numeric | Identifies the Phone country code. |
| 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. |
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| 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 $ or commas. | Required field Amount for this vendor adjustment. |
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