Vendors

*Press F2 for a list of existing vendors.

*Press F6 to search for a particular vendor(s).

When pressing F6 you can search according to Vendor Name, City & State, Zip Code and/or Telephone to narrow your search.  You can also sort according to the above criteria in addition to Vendor Number by pressing F2 until you find the criteria you would like to sort by.  You can also search for criteria in the given fields by typing in data and pressing F3 to search for the vendor that STARTS WITH or CONTAINS the data in which you typed.  

This field stores the dollar amount of the year to date purchases from this vendor.  The field is updated as invoices are entered into the system through the Accounts Payable module.

Enter up to (30) characters for the vendor name.

There are two lines available for the vendor's address.  If two databases are available for this vendor, enter the PO address in the 1st address and the physical address in the 2nd address.

Place a comma between the city and state.  This is the city and state that will be used when printing checks and/or 1099 forms.

The zip code field provides four (4) extra character spaces for the extensions when available.

Input the vendor's contact person for reference only.

Enter the correct area code and telephone number for each Vendor.

Enter the vendor's fax number.

Enter the vendor's email address.

Enter the vendor's web site.

Enter any type of notation that might be for future reference.

Enter any type of notation that might be for future reference.

Enter the vendor's tax ID number if available. This number should only be entered if this is and unincorporated vendor that should receive a 1099 at the end of the year.

The following are valid responses.

 

N - Not generating a 1099

Y - Generating a 1099, tax id number is required.

1  -  Generating a 1099, tax id number is required. Prints in Box 1 Rent Income.

7  -  Generating a 1099, tax id number is required. Prints in Box 7 Non employee compensation.

9  -  Generating a 1099, tax id number is required. Prints in Box 9 Direct sales over $5000 for resale.

A - Generating a 1099, tax id number is required. Prints in Box 14 Attorney.

Answer Y if a W9 is on file. A W9 form is a tax payer identification form.

Place an H in this field if you wish to place all invoices on Hold for this vendor.  The automatic check generator will not produce a payment for all invoices for this vendor when placed on this status.  If you intend to make payments through the Accounts Payable module for this vendor, leave this field blank.

If creating and maintaining an invoice history for this vendor is NOT necessary, answer (Y)es in the field.  This will not keep you from switching modes at the time of entering invoices but it will default quick check.

Quick check allows you to type in the vendor, amount and the offsetting General Ledger account codes for the check you are immediately creating instead of creating an Accounts Payable invoice.

If you are going to use the System default (setup in the Update System Information option - Key G/L Accounts) leave this field BLANK.   

However, this field allows you to change the default Accounts Payable General Ledger account number for this vendor only.

This field allows you to set a default  Expense General Ledger account number for this vendor only.  If you go between accounts it may be better to leave this blank.

Pressing F5 will allow you to take an expense across multiple general ledger account numbers.  You can set up each account as a 2 digit division - 5 digit general ledger number - 2 digit department and a percentage.  The percentage must total to 100%. When payment is made to this vendor the money will be disbursed according to the percentages and accounts set up. When a disbursement is set up,  the default expense account will say disbursed. This will expand up to 24 disbursements

 

If the vendor always sets the due date as a  certain number of days after the Invoice date, or day of the month. input that number in this field and select days after the invoice date or day of the month. This can speed up invoice entry.

If the vendor always sets the discount due date as a  certain number of days after the Invoice date, or day of the month Input that number in this field and select days after the invoice due  date or day of the month. This can speed up invoice entry.

If the vendor has a standard discount %  given when paying by the discount due date, input that number in this field.  This will save time during invoice input.

This field is updated as new invoices are entered into the system through the Accounts Payable module.

Note: This field is not updated if a Quick Check is created for the vendor; an invoice must be entered.

These fields are updated when the option to create and post a check is completed through the Accounts Payable option.

This view-only field displays the last check number used for this vendor.

This can be used if a vendor has a corporate name different than what is in the vendor name field. This will print on the 1099 form..

This is your account number for this vendor