About Vendors

Vendors are individuals or institutions your institution pays for goods or services. They may also be students whom you’ve issued refunds to for overpaying their bill or having financial aid that more than covers their balance.

The accounting module uses vendors as part of the invoice voucher and check writing processes.

Prerequisites

• None.

Required permissions

Control student refund vendor address updates

If you use Campus Cafe to issue refunds to students, Campus Cafe treats these students as vendors.

If you use Campus Cafe to print student refund checks, and the student refunds are processed using a spreadsheet with CHECK_OR_EFT column containing CHECK, vendors will be created using the student's home address to process the refund.

You can tell Campus Cafe whether to update the student’s vendor address if the address in their person profile changes. Depending on how you’ve configured Campus Cafe, a student may update their own address or an administrator may change the address.

1. Go to Admin > Custom Control.

2. In Search enter AP_ADDRESS_STU_VEND.

3. Click the pencil.

4. In Parameter Value 1 enter

   • HOM if you want the vendor address to update to the student’s home address.

   • LOC if you want the vendor address to update to the student’s local address.

   • BIL if you want the vendor address to update to the student’s billing address.

   • Leave the value blank (empty) if you don’t want the vendor address to update when the profile address is changed.

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Add vendor

1. Go to Accounting > Vendor Entry.

2. In Vendor Name enter the vendor. For example, Rhode Island Educational Services.

3. Click Add Vendor.
   

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   Name & Address Tab

   • Remit Vendor: Text to describe the vendor. Usually the name of the company or individual.

   • 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 region.

   • Country: The vendor’s nation.

   • Is Vendor Student: Select (check) to indicate vendor is a student. Campus Cafe automatically selects this box if a student refund (credit balance) is processed through using Student Refund Batch Processing. If this box is selected, the student's SSN must be entered on this screen.

   • Is Student ACH: Select (check) to indicate the vendor is a student who will receive refunds through an automated clearinghouse (direct deposit) transaction.

   • EIN or SSN: The vendor's employer identification number or Social Security Number. This must be entered for student vendors.

   • 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 Campus Cafe automatically computes the payment due date by adding this number of days to the invoice date.

   • W9 Required Vendor: Select (check) to indicate the vendor must supply an Request for Taxpayer Identification Number (W-9) form. Informational.

   • W9 on File: Select (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.

   • Inactive: Select (check) to indicate the vendor no longer does business with your institution. When entering a voucher on A/P Entry, this vendor won’t appear.

   • Phone: The vendor's phone number.

   • Fax: The vendor's fax number.

   • Liability Insurance Needed: Select (check) if the vendor requires insurance for negligence.

   • Liability Insurance Company: The name of the insurance carrier.

   • Begin Date: The start date of the insurance policy.

   • End Date: The end date of the insurance policy.

   • Liability Insurance Policy Number: The number of the vendor's 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 region 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.

4. Click Save

Inactivate vendor

You can set a vendor to inactive to stop it from showing when you create an invoice on A/P Entry.

To prevent data integrity issues, you can’t delete a vendor entirely from Campus Cafe.

If you accidentally create the same vendor twice, you can merge them.

1. Go to Accounting > Vendor Entry.

2. Next to the vendor to inactivate click the pencil

3. Click the Contact/Misc/Phone tab.

4. Select (check) Inactive.

5. Click Save.

Merge vendors

If the same vendor exists twice in Campus Cafe, you may wish to combine them into a single vendor.

A vendor might appear twice if, for example, someone initially created the vendor “Rhode Island Educational Services” and then another later created “RI Educational Services” not realizing the company already existed.

1. Go to Accounting > Vendor Entry.

2. Click Merge Vendors.

3. Click Lookup Source Vendor to identify the vendor to merge into another vendor. Alternatively, you may enter the vendor ID directly in the box. This vendor will be absorbed by the target vendor and take on that vendor’s ID and other information such as name.

4. Click Lookup Target Vendor to identify the vendor that will absorb the source vendor. Alternatively, you may enter the vendor ID directly in the box.

5. Click Merge.