Vendor

Any person or company that sells goods or services

Fields on the vendor Record

Vendor Address Information

Vendor Number - stores the number assigned to each vendor. Vendor numbers must be numeric and can contain up to six digits. 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 seperately 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.

Status - signifies if the vendor is an active or inactive vendor. If the Inactive status is selected, it will disallow any transaction from being processed against this vendor. The default status is Active.

Name - is the name of the vendor.

2nd Name - may be used as a second line for the vendor name.

Address - is the first line of the vendor's address

2nd Address - is a second line for the address

City - list the city where the vendor is located

State - is the state or province of the vendor's location. If the vendor has a U.S. address, the valid U.S. abbreviation of the state must be entered in this field.

Postal Code - is the zip or postal code for the vendor. If the country field is blank or a variant of U.S.A., then the cost must be a correctly formatted U.S. zip code (5 digits plus optional 4-digits). Otherwise, it can be a postal code for any country.

Country - allows for foreign vendors. If this field is blank or a variant of the U.S.A., then the state will be validated for a two digit state code, and the zip code must be correctly formatted.

Phone - is the vendor's phone number

Fax - is the fax number of the vendor

Check Address Information
Check Address Information fields are used if the vendor wants payments to be sent to an address other than their place of business.

1099 Information

1099 Type: If the vendor is not a 1099 vendor, the default type of non-1099 should be used.

Non-Employee Compensation

Rents

Other Income

Medical and Health Care

Royalty Payments

Attorney (Gross Proceeds)

ID# - is the vendor's Federal IRS identification number or social security number.

Override - If it's set to "Yes", the vendor should have a 1099 reported regardless of the Calendar Year-to-date amount. The default option is set to "No."

Other Information

Account Number - is an optional 20 character field which may contain the district's account number with the vendor

Last Activity Date - is the date of the most recent transaction type which references vendor. This field is non-modifiable.

Creation Date - is the date the vendor record was created. This field is non-modifiable.

Email Address - is the e-mail address of the vendor

Category - is an optional 2 character field which may be used to categorize this vendor

Minority Vendor - is an optional, which set to "Yes", indicates a minority vendor. The default option is set to "No."

Multi-Vendor Flag- if set to "Y" means that it does not represent a real vendor, but is meant to be used for Multi-Vendor/Blanket Purchase Orders. The default option is set to "No."

Child Support Flag - indicates if an outstanding child support order has been received for the vendor. If set to "Y", a warning indicating child support may need to be withheld will be displayed when processing purchase orders as well as invoices.

New Hire Reporting

New Hire Flag - is used for vendors that need to be reported to the Ohio Department of Job and Family Services. The "non-reportable" setting is the default setting. "Reported" indicates the vendor has been reported. "Reportable" indicates the vendor needs to be included in "New HIre" reporting.

Date Payments Begin - indicates the first day the vendor was paid

Last Reported Date - the last day the vendor was reported to the New Hire Reporting Center

Birth Date - indicates the date the person was born.

New Hire SSN/FEIN - indicates the social security number or the federal employee identifcation number of the new hire to be reported on the VENHIRE report. If left blank, the 1099 ID# will be re-ported. The New Hire SSN# will display ********* for any read-only or requisition-only users

Legnth of Time ( #of months) - the number of months the contract will be performing services

User Defined

User Money - is an optional numeric field for the district's own use

User Date - is an optional 8 character field for the district's own use. Format is MMDDYYYY

User Text - is an optional 30 character field for the district's own use

User Code 1 and User Code 2 - are optional 2 character fields for the district's own use.

Create Vendor

1. From the Core menu select 'Vendor'
2. Click on 'Create'
3. Enter in desired information into the vendor
1. Vendor #
2. Vendor Name
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 Vendor

The Vendor Query allows the user to search for vendors that have been posted to the USAS system. It is necessary to first query a vendor in order to do any of the following:

• View the details of an existing vendor
• Make modifications to an existing vendor
• Delete an existing vendor

Please refer to Query for more information on how to query a record.
 

Edit Vendor

Vendors that have been previously posted to USAS may be edited through the USASWEB application.  Only fields that are allowed to be edited will be displayed

 Please refer to Navigation for information on how to 'Edit' a record

Delete Vendor

The Delete function may be used to delete a vendor.