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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 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 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.

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.

Create

  1. From the Core menu select 'Vendor'
  2. Click on 'Create'

  3. Enter in desired information into the vendor

    Vendor name and number are required

  4. 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

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 details on how to use the query capabilities of the software.

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

Delete

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.

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.

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