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  • Created by Former user , last modified by Former user on Apr 11, 2016
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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 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

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

  3. 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.

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.   

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.  

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.

 

More Information on Vendor

ACH Fields

If the ACH module is installed (using the Admin/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.

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