• 1 Vendor
  • 1.1 Create
  • 1.2 Search/View Vendors 
  • 1.3 Edit Vendors
  • 1.4 Vendor Adjustments
  • 1.5 Merge Vendors
    • 1.5.1 Merged Vendor List
    • 1.5.2 Vendor Updates
    • 1.5.3 Transaction Updates
    • 1.5.4 Un-Merge Vendor
    • 1.5.5 File Archive
  • 1.6 Delete Vendors
  • 1.7 Import Vendors
    • 1.7.1 Add or Update Vendor Criteria
    • 1.7.2 Add Vendor Adjustments Criteria
  • 1.8 More Information on Vendor
    • 1.8.1 ACH Fields
    • 1.8.2 Vendor New Hire Fields
    • 1.8.3 Changing Vendor Numbers
    • 1.8.4 Tracking Vendor Numbers
    • 1.8.5 Multi-Vendors from Classic
    • 1.8.6 Taxpayer ID Rules
    • 1.8.7 USPS Integration Payee id
    • 1.8.8 US Territory Codes

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  to create a new vendor.

3. Enter the desired information for the vendor. For more information on the fields, please see below Vendors | Add or Update Vendor CriteriaPreview

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 that require a physical check.

• Electronic: Used for memo-type disbursements to record electronic payments.

Separate Locations can be added if the vendor has separate addresses for their purchase orders, checks, and 1099 form.

• 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 the appropriate box .

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  • For example: If your vendor's Purchase Order and Check Address locations are the same, you only need to enter one location 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.

Search/View Vendors 

The 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 in the Column Title blank fields or by 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 for the desired vendor on the grid.

2. Click on  to edit the Vendor.

3. Make the desired changes.

4. Click on to save the changes. Click on to return to the menu.

Vendor Adjustments

When viewing a vendor, you have the option to edit the Vendor FYTD and YTD amounts using the 

 button. 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. Search and view the vendor.

2. Click on Vendor Adjustments to open the Vendor Adjustments grid.

3. Click on Create to create an adjustment:  

   • Date: The date will automatically default to the current date. 

   • Description: Enter a description for the vendor adjustment transaction (optional).

   • By default, the box for taxable will be checked.  When checked, the FYTD Taxable Total, FYTD Total, YTD Taxable Total, and the YTD Total amounts will be updated.   The 1099 program will use the amount from the YTD Taxable Total when generating 1099s.

   • Amount: Enter the vendor adjustment amount needed. The amount entered can be positive or negative to increase or reduce the current YTD totals. This field cannot be blank or $0.00.  This field cannot contain special characters ($) or commas.

4. Click on Post to post the transaction. The adjustment will be displayed on the Vendor Adjustment grid.

Merge Vendors

When viewing a Vendor, qualifying vendors will have the Merged Vendor button available. This button is enabled only for vendors that are eligible to be merged or for vendors that already have other vendors merged into them. A vendor is eligible to be merged if it is active and there are other vendors with the same Tax ID Type, Tax ID#, and Type 1099. If there are no other vendors with this information, the vendor is not eligible to be merged, and the Merged Vendors button will be greyed out.

1. From the vendor’s grid, filter to view the active vendor.

2. Click on   to open the Merged Vendors grid.

3. Click on Merge Vendor 

   to initiate a new merge:  

   • Effective Calendar Year: When merged, any existing transactions for the old vendor in the selected calendar year only will be changed.

     • The current calendar year will display by default.  Any future years that have been created will also be available to select.

   • Vendors: Select one or more vendors to be included in the merge using the checkbox in the first column.

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   • Only vendors that are eligible to be merged into this vendor will appear in this grid. This list can be filtered by number or primary name.

     • For a vendor to be eligible for merge, the selected vendors are required to have the same values for the following fields:

       • Tax ID Type

       • ID #

       • Type 1099

4. Click on Merge to merge the selected vendors into the originating vendor. The selected vendors will be made inactive and marked as Merged.

   1. The vendor(s) being merged will no longer be active, and the associated transactions beginning with the calendar year selected will now be linked to the primary vendor.

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   2. An output report will be generated showing any transactions that will be updated to the new vendor as a result of the merge.  A copy of this report is automatically sent to the Calendar Year section of the File Archive. 
      
      

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Merged Vendor List

Once the vendor(s)s have been merged, the list of "old" vendors that were merged into the vendor being viewed will appear in the Merged Vendor grid. This grid displays 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

When a Vendor Merge is performed, the following changes directly impact the Core > Vendor Records for both the new vendor (used going forward) and the old vendor that was merged.

Updates to the New Vendor

• Any transactions for the Calendar Year chosen in the Merge for the vendor(s) selected in the merge will be updated to be associated with the new vendor. Any amounts associated with updated disbursements will be included in the YTD Total(s) on the new vendor. See the Transaction Updates section below for further details on transaction-specific updates.

Updates to the Merged Vendor(s)

• Vendors that have been merged into another vendor will be made inactive and marked as merged. Once a vendor has been merged into a new vendor, the Vendor Number, Primary Name, Active checkbox, and Merge Info cannot be manually modified.

• The Merge Info section near the bottom of the vendor page will show if the vendor has been merged into a new vendor. This will show the vendor it was merged into and the year it was merged. These fields are available to add to the Vendor grid via the "More" option or to use on Vendor-based reports.

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    • Merged: If checked, the vendor was merged into another vendor.

    • Merged Into: If the vendor being viewed was merged, this will show the vendor it was merged into, which can be used going forward.

    • Merged Year: The calendar year the vendor was merged. Any transactions for this calendar year that existed before the merge was initiated would now be associated with the "Merged Into" vendor.

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Transaction Updates

If there were any outstanding transactions associated with the vendor that was merged, those transactions can still be processed.  Transactions that were updated due to a merge will show both the new vendor and the original vendor. 

The Original Vendor field will be populated on qualifying transactions for the following transaction types:

• Requisition

• Purchase Order

• AP Invoice

• Disbursement

• Refund

• Billing

• Payment

Invoices

If there were any invoices that had been processed but not yet paid, those would show on the Payable grid as highlighted.  

Accounts Receivable 

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.

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.

1. View an active vendor

2. Click on Merged Vendors  to open the Merged Vendors grid.

3. On the Merged Vendors List, locate the vendor that should be unmerged.

4. Prior to unmerging, use the print icon to generate a list of transactions that were updated during the merge. These transactions will be unmerged.

5. Use the checkbox to select the vendor to be unmerged

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6. Click Un-Merge Vendor  .

7. Review the information in the pop up and click Yes to proceed.

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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 appear in the Calendar Year Reports Archive tab for the Calendar Year associated with the "Effective Calendar Year" chosen when the merge is performed. The report file name includes the date of the merge, along with a timestamp.

 

Delete Vendors

It is not recommended to delete old vendors since this might destroy an audit trail. If the vendor number is reused, reports from prior fiscal years will not match current vendor information. We recommend changing the status from "active" to "inactive" instead. Vendors can only be deleted if they are not used on any transactions currently in the database.

1. Search for the desired vendor to delete.

2. Click on   to delete the vendor.

3. 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.

1. From the Core menu, select "Vendor."

2. To import a CSV file, click on 

    .

3. Choose the import method

   1. Add or Update Vendors - General Vendor information

   2. Add Vendor Adjustments - Impacts YTD amounts

4. Click on "Choose File", browse for the file (.CSV), and click "Open" or select the file by double-clicking on the file name.

5. Make sure the system has populated the proper file.   

6. Click on "Load."              

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7. The selected filename will be visible.

8. A message box will appear showing the number of Records Loaded and the Number of Errors.             

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9.  An output (CSV) file will be created containing the number of records loaded or records with errors.   

10. 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 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, including the spaces between words.  Please note that the fields identified 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, each additional location must be entered on a separate row, with the vendor’s required fields populatedon each row.