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

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

  3. 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.

  1. Search desired vendor on grid
  2. Click on  to edit the vendor
  3. Make desired changes
  4. 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.

  1. View a vendor
  2. Click on Vendor Adjustments to open the Vendor Adjustments grid.
  3. Click on Create to create an adjustment:  
  4. 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.

  1. Search desired vendor to delete
  2. Click on  to delete the vendor.
  3. Click on "delete" to confirm deletion.


Merge Vendors

When viewing a vendor, you have the option of merging vendors into another active Vendor if there are no outstanding transactions for the vendor.  This process can be helpful if you have multiple vendors set up with the same Tax ID Type, ID# and Type 1099.  All associated transaction file records will be merged with the Primary Vendor, and the YTD and FYTD totals of the old vendor will be added together on the Primary vendor's record for the Calendar Year only.  Only vendors with the same Tax ID Type, ID# and Type 1099 will be shown as available vendors to merge when the user clicks on the Merge Vendor button.  The Merged Vendor Transactions report will only show the information that has been updated while producing Error messages for any Vendor(s) not updated.  This Merged Vendor Transaction report should be retained for auditing purposes.  Once a Vendor is merged with the Primary Vendor, the old vendor will be flagged as an Inactive Vendor and a Merged Vendor.  

  1. View your Primary Vendor that you want to merge data into.
  2. Click on to open the Merged Vendor grid.  Grid will show Vendors already merged. You can checkmark the box next to the previously merged vendor if you want to produce a report showing the Merged Vendor Transactions on the merged vendor.  

3. Click on Merge Vendor to show active Vendors that match the Primary Vendor's Tax Id Type, ID# and Type 1099 and are available to be merged.

To help in searching the Vendor number, click the + sign in top right of pop-up box to utilize the scroll bar.

4. Checkmark the Vendor(s) you want to merge into the Primary Vendor.  Select Merge.   

5. Verify the information on the Pop UP screen and confirm the process by selecting Yes/No.

6. The Merged Vendor Transaction report will show the current year transactions that were successful in merging into the Primary Vendor.  Since vendor merge only updates current year transactions, if there are no transactions in the current year for the vendor that is merged, the report will not produce results. and will state "No data returned for report."    

7.  Users should review to make sure the primary vendor locations are accurate after merge.  If not, manually update the location on the primary vendor.

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 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.