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.
The vendor number will be automatically assigned to the next available number on file unless you override the auto assign by entering a desired vendor number.
Check name and address fields are used if payment should be sent to a different name/location than the purchasing information.
Create
- From the Core menu select 'Vendor'
- Click on
Enter in desired information for the vendor
Vendor name and number are required. The number will be automatically assigned for you unless you fill in a vendor number.
Default Payment Type options include:
- Check: used for disbursements where a physical check is required.
- Electronic: used for memo-type disbursements. Memo Vendor numbers from 900000-999999 are no longer used the redesign. A memo vendor is designated by selecting the default payment type of 'Electronic'.
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.
Edit Vendors
Only fields that are allowed to be edited will be displayed.
- Search desired vendor on grid
- Click on
to edit the vendor - Make desired changes
- Click on
to save desired changes to vendor, click on 
to not posted changes and return to the Vendor grid.
Delete Vendors
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. Vendors will only be able to be deleted if they are not used on any transactions currently in the database.
- Search desired vendor to delete
- Click on
to delete the vendor. - Click on "delete" to confirm deletion.
More Information on Vendor
ACH Fields
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, but these fields may be used with third-party vendor software that support vendor ACH submission.
Changing Vendor Numbers
By default, the system does not allow you to change vendor numbers. However, this is controlled by an optional rule which can be disabled or customized to be a warning instead of a fatal error. This rule can be found in the System>Rules option with the name org.ssdt_ohio.usas.model.vendor.VendorNumberChanged.
Multi-Vendors from Classic
Since requisitions and purchase orders can be posted without a vendor in the redesign, the use of multi-vendor vendor numbers is no longer neded in the Redesign. When importing Classic's multi-vendor vendors, they will be automatically set to inactive. Custom fields can be used to track requisitions/purchase orders paid to multiple vendors.
Taxpayer ID Rules
By default, the TIN Type field must be set to SSN or EIN if the Taxpayer ID is entered and the vendor is flagged with a 1099 type. However, this is controlled by an optional rule which can be disabled or customized to be a warning instead of a fatal error. This rule can be found in the System>Rules option with the name org.ssdt_ohio.usas.model.vendor.VendorTaxIdRules.