Accounts Payable Vendors

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.

Student Refund Vendors - If using the Campus Cafe process to print student refund checks and student refunds are processed using a spreadsheet with CHECK_OR_EFT column equals CHECK, vendors will be created using the students home address to process the refund.

Custom Control AP_ADDRESS_STU_VEND, Sequence 1, Parameter 1 can be used to update student vendor addresses when a students address is updated.

Values of HOM for home, BILL for billing and LOC for local, allows the user to specify which address when changed updates the vendor address. If this parameter is blank, no updating of the student vendor address will occur when the student’s address is updated.

Add Vendor

Permission #110 is required to access this function

1. Navigate to Accounting > Vendor Entry

2. In the Vendor Name box enter the vendor

3. 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

4. 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.

Permission #110 is required to access this function

1. Navigate to Accounting > Vendor Entry

2. Next to the vendor to inactivate click the pencil

3. Click the Contact/Misc/Phone tab

4. Next to Inactive check the box

5. Click Save

Merge Vendors

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

You must provide Campus Cafe your IP address to access this function.

1. Navigate to Accounting > Vendor Listing

2. Click Vendor Merge

3. In the Source box enter the vendor ID number to merge into another vendor

4. In the Target box enter the vendor ID number of the vendor the source vendor will merge into

5. Click Merge