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 location 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 primary name and number are required. The number will be automatically assigned for you unless you enter 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 in the redesign. A memo vendor is designated by selecting the default payment type of 'Electronic'.

Separate Locations can be added if the vendor has separate purchase order, check and 1099 addresses.

Enter a label for each type of location (i.e. Purchase Order for the PO Address). If you do not enter a label, the location name will default to 'Primary'.
Enter the desired information for the location and check mark the appropriate box
- For example: If you vendor's Purchase Order and Check Address locations are the same, you only need to enter one location (leave the location box blank and it wil default to 'Primary') and checkmark both the PO and Check boxes.
If the 'Name 1' field is left blank, it will default to the name in the "Primary Name' field.

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.

Vendor Adjustments

When viewing a vendor, you have the option of editing the Vendor FYTD and YTD amounts via the option. This option may be useful in making adjustments to the amounts reported for 1099 purposes or for startup districts with no classic USAS data to import.

View a vendor
Click on Vendor Adjustments to open the Vendor Adjustments grid.
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.
Click on Post to post the transaction and it will be displayed on the Vendor Adjustment 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.

Import Vendors

The Vendor Import option may be used to import new vendors, modify existing vendors, or import vendor adjustments using a spreadsheet (CSV format). See the Import Criteria sections below for the required headers and CSV templates.

From the Core menu select "Vendor."
To import a CSV file, click on .
Choose the import method
1. Add or Update Vendors - General Vendor information
2. Add Vendor Adjustments - Impacts YTD amounts
Click on "Choose File", browse for the file (.CSV) and click "Open" or select the file by double-clicking on the file name.
Make sure the system has brought in the proper file.
Click on "Load."
The selected filename will be visible.
A message box will appear showing the number of Records Loaded and the Number of Errors.
An output (CSV) file will be created containing the number of records loaded or records with errors.
If an error occurs, open the output CSV file, make the necessary corrections, and re-import the corrected output file.

Add or Update Vendor Criteria

Please use the template spreadsheet containing the fields in the proper format (listed in the table below). If you are not using the template spreadsheet and are creating a spreadsheet of your own, the field names on the spreadsheet must exactly match the Field names listed below. The field names are case sensitive and must be entered exactly as shown below making sure to include the spaces between words. Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet. All other fields are optional.

Locations

When using the Location fields, only one location is allowed per row on the CSV. If importing multiple locations for a vendor, the additional locations need to be on subsequent rows of the CSV with the vendor's required fields populated as well.

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	True or T = active False or F = inactive	Required field only when changing vendor's Active/Inactive status.
Default Payment Type	Check Electronic	Identifies the default payment type for the vendor. This is case sensitive and should be entered as shown.
Ignore Limits	True or T False or F	Indicates if vendor should ignore the 1099 limits.
Tax ID Type	SSN EIN	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	Non_1099 Non_Employee_Compensation Rents Other_Income Medical_and_Health_Care Royalty_Payments Attorney_Gross_Proceeds	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). MMDDYYYY MM/DD/YYYY MM-DD-YYYY	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). MMDDYYYY MM/DD/YYYY MM-DD-YYYY	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	True or T False or F	Identifies if the vendor is a minority vendor.
Withhold Child Support	True or T False or F	Indicates if the vendor should have child support payments withheld.
ACH Active	True or T False or F	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	22 23 32 33	Identifies the deposit type for the vendor. 22 = automated deposit (demand credit record)) 23 = prenotification of demand credit authorization) 32 = automated deposit (savings account credit record)) 33 = prenotification of savings credit authorization)
Entry Class Code	PPD CCD	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	True False	Identifies if Location entered is the 1099 address to be used.
Check	True False	Identifies if Location entered is the Check address to be used.
PO	True False	Identifies if Location entered is the PO address to be used.

Add Vendor Adjustments Criteria

Please use the template spreadsheet containing the fields in the proper format (listed in the table below). If you are not using the template spreadsheet and are creating a spreadsheet of your own, the field names on the spreadsheet must exactly match the Field names listed below. The field names are case sensitive and must be entered exactly as shown below making sure to include the spaces between words. Please note, the fields specified below as "Required field" are the only fields that must appear in the spreadsheet. All other fields are optional.

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). MMDDYYYY MM/DD/YYYY MM-DD-YYYY	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	True or T False or F	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 $.	Required field Amount for this vendor adjustment.

More Information on Vendor

ACH Fields

If the ACH Processing module is installed (using the System>Modules menu option), then a set of ACH fields will also be available for the vendor. USAS does not currently support the creation of ACH files so ACH Active flag is not currently used, but the other ACH fields may be used with third-party vendor software that support vendor ACH submission. For more information on utilizing these fields for third-party ACH file creation please see the Vendor section of the FAQ wiki page.

Vendor New Hire Fields

The Reportable Status for vendors can be manually set to Reportable or Not Reportable when adding the vendor. For Vendors that are set to Reportable, the "Reported" check box and "Last Reported Date" will be updated when the vendor exceeds $2,500.00 for the year and is included on the Vendor New Hire Report (run as actual). When the Posting Period is changed from December to January of the next calendar year, the Reportable check box will automatically show as cleared (not reported) for the new year.

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.

Tracking Vendor Numbers

In SYSTEM/Configuration, the Transaction Configuration option allows the district to track the highest transaction number instead of the system using the highest number retrieved from the database. Please click here for more details.

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 needed 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.

USPS Integration Payee id

This allows the user to link the payee id from the USPS pending transaction to the USAS vendor. If the pending transaction does not contain a payee id, a USAS vendor can still be selected to apply to the transaction being posted as a result of accepting the pending transaction.

US Territory Codes

In addition to all 50 US states, codes for the following US Territories can be used when entering the vendor location.

(AS) American Samoa: Manua Island, Swain’s Island, Tutuila Island
(GU) Guam
(PR) Puerto Rico
(VI) U.S. Virgin Islands: St. Croix Island, St. John Island, St. Thomas Island
(FM) Micronesia: Chuuk (Truk) Island, Kosrae Island, Pohnpei Island, Yap Island
(MH) Marshall Islands: Ebeye Island, Kwajalein Island, Majuro Island
(MP) Northern Mariana Islands, Commonwealth of the: Rota Island, Saipan Island, Tinian Island
(PW) Palau: Koror Island