About Vendors
Vendors are individuals or institutions the institution pays for goods or services. The accounting module utilizes vendors as part of the invoice voucher and checking writing processes.
Add Vendor
Permission #110 is required to access this function
Navigate to Accounting > Vendor Entry
In the Vendor Name box enter the vendor
Click Add Vendor
Name & Address Tab
Remit Vendor: Text to describe the vendor
Name Sort: Text that controls the placement of the vendor within a list
Remit Email: The email address associated with the vendor
Address 1: The vendor's street address
Address 2: Additional information about the vendor's street address
Address 3: Additional information about the vendor's street address
City: The vendor's municipality
State: The vendor's state
Zip: The vendor's zone improvement code
Zip Ext: The vendor's zone improvement code specific house code
Province: The vendor's providence
Is Vendor Student: Check to indicate vendor is a student. The system will automatically check this box if a student refund (credit balance) is processed through using Student Refund Batch Processing. If this box is checked, the student's SSN must be filled in on this screen.
EIN or SSN: The vendor's employer identification number or Social Security Number
1099 Vendor: Select if vendor is subject to receiving IRS 1099 from
Payment Terms: Enter the number of days the vendor expects payment. When a voucher is entered the system will automatically compute the payment due date by adding this number of days to the invoice date
W9 Required Vendor: Check to indicate the vendor must supply an Request for Taxpayer Identification Number (W-9) form. Informational.
W9 on File: Check to indicate the institution has on file the vendor's Request for Taxpayer Identification Number (W-9) form. Informational.
Contact/Misc/Phone Tab
Contact First Name: The given name of the individual at the vendor responsible for invoices
Contact Middle Name: The middle name of the individual at the vendor responsible for invoices
Contact Last Name: The surname of the individual at the vendor responsible for invoices
Contact Title: The job designation of the individual at the vendor responsible for invoices
Comment: Informational free form text
Misc Code:
Delete Code: Check to hide the vendor from the vendor lookup when entering a voucher on A/P Entry
Phone: The vendor's phone number
Fax: The vendor's fax number
Liability Insurance Needed: Check if the vendor requires insurance for negligence
Liability Insurance Company: The name of the insurance carrier
Liability Insurance Policy Number: The number of the vendor's insurance policy
Begin Date: The start date of the insurance policy
End Date: The end date of the insurance policy
Liability Insurance Coverage: The coverage amount (limit) of the insurance policy
Purchase Order Info Tab
Vendor PO Contact Name: The individual at the vendor responsible for issuing purchase orders
Address 1: The vendor's street address for PO purposes
Address 2: Additional information about the vendor's street address for PO purposes
Address 3: Additional information about the vendor's street address for PO purposes
City: The vendor's municipality for PO purposes
State: The vendor's state for PO purposes
Zip: The vendor's zone improvement code for PO purposes
Zip Ext: The vendor's zone improvement code specific house code for PO purposes
Province: The vendor's providence for PO purposes
PO Email: The vendor's email address for PO purposes
PO Phone: The vendor's phone for PO purposes
PO Fax: The vendor's fax for PO purposes
Click Save
Inactivate Vendor
A vendor may be set to inactive so it no longer appears on the vendor lookup on A/P Entry. It is not possible to completely delete a vendor from the system.
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Navigate to Accounting > Vendor Entry
Next to the vendor to inactivate click the pencil
Click the Contact/Misc/Phone tab
Next to Inactive check the box
Click Save
Merge Vendors
If the same vendor exists twice in your system, you may wish to combine them into a single vendor.
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