Vendor Maintenance (On the Fly)

Vendor Maintenance (On the Fly) - Fields

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Vendor No.

This field displays the vendor number, and can only be viewed.

Name

Enter the vendor's name.

Copy From

Enter the vendor number to copy information from, or click the Lookup button to list all vendor numbers.

Alternately, start typing a vendor name to locate a record. As you type, a list of records matching your entry appears. You can then select a record from the list, and the vendor number will appear in the field.

This field is available only for new vendors.

1. Main

Country

Enter the country code, or click the Lookup button to list all country codes.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

The default country code entered on the Preferences tab in Company Maintenance is entered in this field by default, but you can change it.

If you enter a country code that's not on file, a message asks if it's a new one. Click Yes to open the Country Code Maintenance (On the Fly) window to add the country code.

Address

Enter the vendor's street address. Click the Map button to view a map of the location in your Web browser.

ZIP/Postal Code

Enter the ZIP or postal code.

If you enter a ZIP or postal code code that's not on file, a message asks if it's a new one. Click Yes to open the ZIP/Postal Code Maintenance window and add a new code.

City

Enter the name of the city. If a ZIP or postal code is entered, the city name appears automatically.

State/Province

Enter the state or province abbreviation. If a ZIP or postal code is entered, the state or province abbreviation appears automatically. In Vendor Inquiry, this field can only be viewed.

Telephone

Enter the vendor's telephone number starting with the area code. Enter the telephone type in the field to the right.

For countries other than Canada and the United States, the telephone country code is automatically added to the beginning of the phone number based on the country code.

Ext

Enter the vendor's telephone extension number.

Fax

Enter the vendor's fax number starting with the area code. The fax number entered defaults in data entry options, such as Purchase Order Entry. If the Batch Fax check box is selected and a fax number is entered in the Purchase Address Maintenance window, that fax number is used instead of the fax number entered in this field.

Note The fax number must include the area code to process a fax.

For countries other than Canada and the United States, the telephone country code is automatically added to the beginning of the fax number based on the country code.

E-mail Address

Enter the vendor's e-mail address. Click the E-mail button to launch your e-mail application. The e-mail address defaults automatically in the To section of the e-mail.

URL Address

Enter the URL address of the vendor's Web site. Click the Web Site button to view the Web site in your Web browser.

Primary Contact

Enter the name of the person to contact at the vendor's office regarding invoice payment, or click the Lookup button to list all contact codes for this vendor.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

A new contact can be added on the fly; if a new contact is entered, the Vendor Contact Maintenance (On the Fly) window appears. Access Vendor Contact Maintenance at a later time to maintain the new contact code.

Terms Code

Enter a terms code for the vendor, or click the Lookup button to list all terms codes. The terms code helps speed processing during invoice data entry. A terms code is required, but you can enter 00 for no terms.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

A new Terms Code can be added on the fly; if a new terms code is entered, the Terms Code Maintenance (On the Fly) window appears. Access Terms Code Maintenance at a later time to maintain the new terms code.

Reference

Enter a number or description that the vendor uses to identify your company. The value entered in this field can be printed on the check stub in addition to the vendor number and name.

Credit Card Vendor

Select this check box if this vendor is a credit card vendor; a credit card vendor is your credit card company, such as VISA or American Express. You can perform credit card transfers to and from credit card vendors in Accounts Payable Invoice Data Entry and Manual Check and Payment Entry. Clear this check box if this vendor is not a credit card vendor.

Hold Payment

Select this check box to exclude any invoices for this vendor during invoice payment selection. This protects you from automatically paying a vendor with a payment dispute. You can select excluded invoices using Check and Electronic Payment Maintenance. Clear this check box if you do not want to exclude the vendor's outstanding invoices.

Electronic Payment

Select this check box to pay the vendor by electronic payment. After selecting this check box, you must enter the vendor's bank and payment information using Vendor Electronic Payment before payments can be processed. This check box is available only if the Enable ACH Electronic Payments check box is selected in Accounts Payable Options.

Standard Entry Class

Enter a class code to identify the type of transactions that will be transmitted for this vendor. If no code is entered in this field, the code entered in the Standard Entry Class field in ACH Maintenance will be used.

When ACH electronic payment files are generated, a separate file will be generated for each bank code/standard entry class code.

Example

Enter PPD for a prearranged payment and deposit.

Enter CCD for a cash concentration or disbursement.

Enter CTX for a corporate trade exchange.

For example, the standard entry class for vendor A and vendor B is PPD. The standard entry class for vendor C is CTX. If you pay all three vendors electronically using bank code D, two ACH electronic payment files are generated. One file is generated for vendors A and B, because they both use the same standard entry class code. A second file is generated for vendor C.

This field is available only if the Enable Electronic Payments check box is selected in Accounts Payable Options.

Exemption No. on File

Select this check box if you gave the vendor your resale/exemption number. Enter the exemption number in Sales Tax Account Maintenance for all tax codes within the tax schedule. Clear this check box if you did not give the vendor your resale/exemption number. This check box is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options.

Tax Schedule

Enter the default tax schedule to use for tax calculations for this vendor, or click the Lookup button to list all tax schedules.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

A new tax schedule can be added on the fly; if a new tax schedule is entered, the Sales Tax Schedule Maintenance (On the Fly) window appears. Access Sales Tax Schedule Maintenance at a later time to maintain the new tax schedule.

This field is available only if the Sales Tax Reporting check box is selected in Accounts Payable Options.

Tax Class

Enter the default tax class to use during data entry, or click the Lookup button to list all tax classes. The tax class must be valid for the tax schedule entered in the Tax Schedule field. You cannot enter a tax class type T or TF. The Tax Class field in Accounts Payable Invoice Data Entry and Manual Check and Payment Entry defaults to the tax class entered in this field.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

This field is available only if a tax schedule is entered in the Tax Schedule field and the Sales Tax Reporting and Calculate Sales Tax in A/P Data Entry check boxes are selected in Accounts Payable Options.

2. Additional

Comment

Enter a comment for this vendor. You can print this comment on vendor mailing labels.

Vendor Status

Select a vendor status.

Select Active to indicate this vendor is active.

Select Inactive to indicate this vendor is inactive. This option is not available when creating vendors on the fly.

Select Temporary to indicate a temporary vendor.

Temporary vendors are suppliers with whom you do not expect to do repeat business. During period-end processing, temporary vendors with a zero balance are removed from the Vendor file if all zero-balance invoices for the vendor are purged during or prior to period-end processing. Invoices paid by or before the number of days entered in the Days to Retain Paid Invoices field in Accounts Payable Options are purged automatically during period-end processing. Temporary vendors with a balance due are not removed during period-end processing. All active vendors remain in the Vendor file until deleted.

G/L Account

Enter the general ledger account number for posting invoices for the vendor, or click the Lookup button to list all general ledger accounts. This account is used as the default debit account when invoices for this vendor are recorded in Accounts Payable Invoice Data Entry.

If the account number is longer than the field, use the left and right arrow keys to view the entire account number.

Note To expedite data entry when entering invoices for credit card vendors in Accounts Payable Invoice Data Entry, do not enter general ledger accounts for credit card vendors.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

Accounts can be created in this field if the appropriate option is selected in the Auto Create when all Segments are Valid field in General Ledger Options.

Separate Check

Select this check box to pay invoices for this vendor with separate checks. Clear this check box to pay all invoices for this vendor with one check. The setting of this check box determines the default setting of the Separate Check check box in Accounts Payable Invoice Data Entry and Repetitive Invoice Entry. You can change this setting when you enter an invoice.

Retention Rate

Enter the percentage rate to use when paying the vendor's job-related invoices. The rate entered is used to calculate invoice retention. You can enter the retention rate to use for this vendor on a specific job using Cost Code Detail.

This field is available only if the Job Cost module is integrated with Accounts Payable.

Exp Distribution Table

Enter the expense distribution table to use as the default selection in data entry tasks. Click the Look Up button to list all expense distribution tables.

The selected expense distribution table will be the default selection in A/P Invoice Data Entry, A/P Repetitive Invoice Entry, and Manual Check and Payment Entry; but it can be changed.

This field is available only if the Enable Expense Distribution Tables check box is selected in Accounts Payable Options.

Learn how to set up expense distribution tables.

Sort

Enter the information to use to sort reports. This field provides an additional method of sorting vendor information on reports. For example, you can enter an abbreviation of the vendor name in this field for alphabetic sorting, or you can enter an abbreviation of the vendor's industry to sort reports by similar types of businesses.

You can also use information entered in this field to select invoices for payment in Invoice Payment Selection.

Batch Fax

Select this check box to include the document for batch faxing. Clear this check box if you do not want to include the document in batch faxing. The setting in the Batch Fax field defaults in data entry options. This check box is available only if a fax number is entered in the Fax field.

Note The fax number must include the area code to process a fax.

Use P/O Receipt of Invoice Entry for this Vendor

Select this check box to enter invoice information for the vendor in Purchase Order Receipt of Invoice Entry. Clear this check box to enter the invoices in Accounts Payable. If this check box is selected, a warning message appears when this vendor is selected in Accounts Payable Invoice Data Entry and Repetitive Invoice Entry or when a new invoice number is entered for this vendor in Manual Check and Payment Entry.

Primary Purchase Address

Enter the location code to use as the primary purchase address for the vendor, or click the Lookup button to list all location codes.

Click the field hyperlink to launch this field's associated maintenance task. If a value is entered in this field, the associated data is displayed in the maintenance window. The maintenance task can be accessed only with the appropriate security setup.

A new location code can be added on the fly. The Purchase Address Maintenance (On the Fly) window appears; some nonessential fields are omitted to speed data entry. Access Purchase Address Maintenance at a later time to complete the remaining entries for a new code.

Vendor Type

Select a vendor type to indicate whether this vendor requires a 1099 form from you at year end.

Select None if a 1099 form is not required for this vendor or if you do not want to track 1099 payments for this vendor.

Select Business if the vendor is a business receiving payments to report.

Select Individual if the vendor is an individual receiving payments to report.

Default Form

Select a default 1099 form type for this vendor to use during data entry in Accounts Payable Invoice Data Entry and Manual Check and Payment Entry. This field is available only if Business or Individual is selected in the Vendor Type field.

Taxpayer ID No./Social Sec No.

If Individual is selected in the Vendor Type field, type the appropriate Social Security number. If Business is selected in the Vendor Type field, type the appropriate taxpayer ID number. This field is available only if Business or Individual is selected in the Vendor Type field.

Default Box No.

Select the number corresponding to the box on the 1099 form where the accumulated year-to-date 1099 payments for this vendor will print. The box numbers available change depending on the form selected in the Default Form field. The Box fields in Accounts Payable Invoice Data Entry and Manual Check and Payment Entry default to the box number selected in this field. This field is available only if Business or Individual is selected in the Vendor Type field.

DBA Name

Enter the vendor's DBA (doing business as) name. If a name is entered in this field it is printed on the vendor's 1099 form in addition to the vendor name.

This field is available only if Business or Individual is selected in the Vendor Type field. In Vendor Inquiry, this field can only be viewed.

Country

Enter the country code, or click the Lookup button to list all country codes.

A country code is needed to ensure that the correct city and state or province are entered based on the ZIP or postal code.

The default country code entered on the Preferences tab in Company Maintenance is entered in this field by default, but you can change it.

If you enter a country code that's not on file, a message asks if it's a new one. Click Yes to open the Country Code Maintenance (On the Fly) window to add the country code.

If a country is entered in this field it is printed on the vendor's 1099 form instead of the country entered on the Main tab.

This field is available only if Business or Individual is selected in the Vendor Type field. In Vendor Inquiry, this field can only be viewed.

Address

Enter the vendor's street address. Click the Map button to view a map of the location in your Web browser.

If an address is entered in this field it is printed on the vendor's 1099 form instead of the address entered on the Main tab.

This field is available only if Business or Individual is selected in the Vendor Type field. In Vendor Inquiry, this field can only be viewed.

ZIP/Postal Code

Enter the ZIP or postal code.

If you enter a ZIP or postal code code that's not on file, a message asks if it's a new one. Click Yes to open the ZIP/Postal Code Maintenance window and add a new code.

If a ZIP Code or postal code is entered in this field it is printed on the vendor's 1099 form instead of the ZIP or postal code entered on the Main tab.

This field is available only if Business or Individual is selected in the Vendor Type field. In Vendor Inquiry, this field can only be viewed.

City

Enter the name of the city. If a ZIP or postal code is entered, the city name appears automatically.

If a city is entered in this field it is printed on the vendor's 1099 form instead of the city entered on the Main tab.

This field is available only if Business or Individual is selected in the Vendor Type field. In Vendor Inquiry,this field can only be viewed.

State/Province

Enter the state or province abbreviation. If a ZIP/Postal Code is entered, the state or province abbreviation appears automatically.

If a state or province is entered in this field it is printed on the vendor's 1099 form instead of the state or province entered on the Main tab.

This field is available only if Business or Individual is selected in the Vendor Type field. In Vendor Inquiry, this field can only be viewed.

Payer Made Direct Sales of $5000+

Select this check box to automatically place an "X" in Box 7 during 1099-Misc form printing. Clear this check box if you do not want to automatically place an "X" in Box 7. This check box is available only if the 1099 Reporting check box is selected in Accounts Payable Options.

Electronic Consent Signed

Select this check box if the vendor has provided consent to receive an electronic 1099 form instead of a paper copy. If this check box is selected, 1099 forms processed through Form 1099 Tax Reporting will be sent only as electronic copies. Clear this check box if the employee has not provided consent to receive an electronic 1099 form.

FATCA

Select this check box if you are required to report payments to this vendor according to the Foreign Account Tax Compliance Act regulations. Clear this check box if you are not required to report payments according to FATCA regulations.