Vendor Master

Follow these directions to add or modify a vendor, vendor payment information, address, etc. Review vendor information with Vendor Master Listing.

Add a Vendor

NAVIGATION: MAINTAIN menu > Vendor Master

  1. Enter a unique vendor number, the number may be alphanumeric. Press TAB.
  2. Type the vendor's name. Press TAB.
  3. Main Tab
    1. Check Information
      1. Enter an Attention line or leave this field blank. Some check formats will print the attention line.
      2. Enter the vendor's address information in Address 1 and 2, City, State and Zip fields.  This information will print on the check.
      3. Enter Phone 1 and 2 information for your own information or leave these fields blank.
    2. Parameters
      1. Type is an optional field and is user defined as to whatever your organization would choose to place here…you should contact your Controller or Accounting Mgr.   New Types may be setup in Global Table Management to select from the drop down menu or the Type may be entered manually.
      2. Race is also an optional field for Rep Payee.  Either select the appropriate race information for the vendor or leave this field blank.  
      3. Terms may be selected from the drop down list that will be used as the default for this vendor.  If your organization does not use payment terms for vendors, you should select “NO TERMS” from the list.
      4. You may also enter an optional Credit Limit for this vendor.
      5. “Last Invoice” should be left blank as the system updates this field.
    3. Status: select a Status of Active
  4. Defaults/ACH Tab
    1. Vendor Specific Defaults and Setup. This section is used for default information that will be used in the AP Voucher entry area and is optional
    2. You may select the default Paygroup, GL Account and Stub Sorting from the drop down or browse lists
    3. “Account #” would be the account number assigned to you by that vendor and is also optional
    4. Electronic Type: Use this default to define how the vendor is paid.  The options are:
      1. Standard Paper Check - a paper check will be printed
      2. Bank ACH - an ACH file would be created to submit to the bank
      3. Other Electronic - used to record a payment to a vendor that you are manually making electronically
  5. PO Address Tab
    1. The PO Address tab is used by the Purchase Order program.  
    2. You should Tab through this entire screen and it will fill with information entered on the Main screen.  
    3. Make changes as necessary and Tab through the screen until the program moves to the “1099 Address” tab
  6. 1099 Address Tab
    1. The 1099 Address tab is used for creation of 1099s and can be different than the Vendor’s normal mailing address.  You should Tab through this entire screen making changes as necessary.  
    2. If this vendor is a potential 1099 vendor, check “Send 1099” and fill in the Federal ID or social security number.
    3. Enter a check mark in W9 Returned if the vendor returned their W9 form. This information is needed for 1099s.
  7. Purchases Tab
    1. The purchases tab will be blank as you are entering a new vendor. 
    2. After a vendor has been added and transactions have been linked to that vendor, the purchase stab will show you monthly total purchases for the current calendar year for the vendor selected.
  8. Contacts Tab: This tab allows you to enter contacts for the vendor. 
  9. Notes Tab
    1. This tab can be used to enter free text notes that will stay attached to this client. 
    2. These notes can be seen by anyone who accesses the Client Master.
  10. Attachments Tab: see Client Master - Work with Attachments

 

Modify Vendor Information

NAVIGATION: MAINTAIN menu > Vendor  Master

  1. Click NEW CONTACT to create a new contact.
  2. Complete the contact information. Click OK.
  3. The grid will update to show the new contact.
  4. To edit contact information:
    1. Select the contact you want to edit.
    2. Click the EDIT CONTACT icon.
    3. Edit the information.
    4. Click OK.
  5. Click NEW NOTE to add a new note.
    1. A new line will appear in the grid with the current date.
    2. On the new line, click in the Subject field to add a description of the note.
    3. Below the grid, click in the text box and enter the comments.
    4. If the note is something that you want everyone to see, click the SPECIAL column.  This will add a blue SEE NOTES icon to the client master whenever the client is selected.
  6. To print a note, select the note you want to print in the grid.  Click the PRINT NOTE icon.
    1. To print all notes, click the PRINT ALL NOTES icon.
  7. In the VENDOR NUMBER field, type the client number or use the magnifying glass to browse and select the vendor you wish to modify.
  8. This will bring the selected vendor to the current view.
  9. Using your mouse, you can click from tab to tab and change the necessary information.
  10. Click SAVE.

12/2023

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388