Create, maintain and select from your list of vendors/subcontractors.
Use to list suppliers of parts, materials and services, and subcontractors.
Required for Purchase Orders, AP Transactions, and SubAnywhere.
Referenced in Records: Purchase Orders, Inventory Item, and Technician.
Referenced in Journals: Job, AP.
This Help Topic lists the standard configuration of fields. If you are using a customized system, the fields displayed on your screen may not exactly match the order, label or status described in this Topic.
Registry to Auto-sequence the Vendor Id (discuss with your support representative).
The tabs in the upper section of this screen organize the primary vendor information. These fields are listed below under their respective tabs; click on a button to see additional information.
The tabs on the lower section of this screen display the Vendor 'child' tables. Click on the following buttons to see additional information:
Vendor Id: (15 character, only . and - special characters)
This required field represents a unique Id for each of your Vendors.
Vendor Name: (40 character)
The full name of the Vendor. This field is optional but recommended since it provides an alternative look-up.
Vendor Alpha Id: (40 character)
This optional field defaults from the Vendor Name. It may be used to enter an alternative look-up key.
Voice Phone: Fax Phone:
Enter the corporate numbers for this vendor.
Date Opened: Date Closed:
The opening and closing dates (if any) for this vendor's account. You can enter the current date by simply pressing the Spacebar. You may access the Calendar Viewer to enter these dates by double-clicking on either of these fields. Entering the Date Closed field will flag a record as inactive; Purchase Orders cannot be created for an inactive Vendor. Clearing the Date Closed field will indicate that this record is Active.
These buttons simplify the process of adding or editing a technician record that is associated with this sub-contractor vendor record (typically employed in National Accounts situations).
If the Add Tech button is displayed, a technician has not yet been associated with this Vendor. If you click the Add Tech button, the system will open a Technician record viewer with the vendor-related fields defaulted in and the Web Access (on the Remote Access tab) set to Subcontractor. Complete the remaining fields, and click the Add record button on the Technician viewer. When a work order is generated is generated for this subcontractor-tech, a purchase order will also be generated for this vendor.
If the Edit Tech button is displayed, clicking it will open the Technician record (or list of records) this is associated with this Vendor.
Alt Mail Address:
This button enables you to create a new Mail-To record for this Vendor, and automatically add it to the Alternate Mail Address tab in the lower section of the Vendor viewer. When you click this button, the system will open the Vendor Mail-To viewer; the Vender Id will be defaulted to the current Vendor. Complete the remaining fields, and click the Add Record button.
A Vendor Mail-To record may be selected on the Purchase Order’s Mailing Address tab to override the vendor’s default mailing address. All Vendor Mail-To records associated with a specific Vendor will be displayed in that Vendor’s Alt Mailing Addresses tab. The Mail To Address may also be selected on the Purchase Order’s Remit to tab to load the Purchase Order Remit to Address (which overrides the default Vendor address).
Vendor Mailing Address:
Enter the default mailing address to which purchase orders will be sent.
Remittance Address:
The default address to which payments should be sent. It this field is blank and an Alt Mail Address is not specified, then payments (AP Checks) will be sent to the Vendor Mailing address.
Add Freight?
If the Add Freight box is checked, the Estimated Unit Freight Cost field in the Inventory Item record will default to Purchase Orders that you create for this Vendor.
Pay Duty?
Check this box (by double-clicking or pressing Spacebar) if duty must be paid on items obtained from this (foreign) vendor. This field works in conjunction with the 'Duty %' field on the Purchase Order's Inventory tab line: this will automatically be filled in if the vendor is marked 'Pay Duty'. The 'Duty %' is determined by Inventory Item's 'Tariff Code Id' field. The 'Tariff Code Id' identifies a 'Tariff Code' record, which contains the appropriate 'Duty %'.
Insurance Required?
Typically, this field would be flagged if a vendor were a subcontractor that is required to have insurance in order to work at your clients. The types of insurance required should be listed on the INS (Insurance) tab.
Vendor Insurance and Blocked Payments
If the Vendor’s insurance is expired, and the Insurance Required flag is set in the Vendor record AND the Block Payments flag is set in the Insurance record, you will not be able to pay the vendor. To override the Block Payment and cut a check for the vendor:
Go into the vendor viewer and uncheck the Insurance Required box for this vendor and save. This will release the lock placed on the vendor during the Select Invoices for Payment processing and allow you to enter a pay date and pay the invoice.
After finishing the payment you should go back into the vendor viewer and recheck the Insurance Required box and save.
Vendor Insurance and Blocked Purchases
If the following are all true, the user will be alerted and the PO will NOT be created.
Vendor is marked as Insurance Required = 'Y' AND
Vendor Insurance End Date < today AND
Block Purchases = 'Y'
Subcontractor Vendors:
See the Technician Viewer for details on how Required Insurance is handled on Work Orders created for these Techs.
Sales Tax Exempt:
This field should be flagged as Sales Tax Exempt if a copy of your firm’s Tax Exempt Certification is on file with the vendor.
Disable PO AutoFill?
If this box is blank and the AutoFillReceived registry option (sys-viewer-vprchseordrlst) is set to true, the system will default in the Quantity Received from the Quantity when this Vendor is specified on a Purchase Order. Checking this box allows disabling of the AutoFill option on a vendor-specific basis.
No Inventory?
If this field is checked, users are prevented from selecting this Vendor for Inventory Parts in the following records:
Purchase Order Inventory Tab
Work Order Required Resources Tab
Quote Inventory Tab
COP Dropship Wizard
This field may not be checked if the Vendor is referenced on any Inventory Item record's Purchasing tab. If the user attempts to do so, an error will be displayed and, a workspace opened listing the Inventory Items referencing the Vendor.
1 Invoice per Check?
If this field is flagged, when AP Checks/EFT's are generated for this Vendor, one Check will be printed for each Vendor Invoice.
Important Note on Credit Memos:
Vendor credit memos are separate invoices and an AP Check can't be negative. To process a Credit Memo, temporarily uncheck the I Invoice Per Check box and apply the credit memo to an outstanding invoice or 2, or 3.
Lien Waiver Req'd?
This field should be checked if Lien Waivers are required for this Vendor for a Job that also requires Lien Waivers. Lien Waiver Processing is only enabled if both the Vendor and Job require Lien Waivers. See Lien Waiver Overview for additional information.
AP Terms Id:
The default terms for paying this vendor. Double-click on this field (or press Alt+F7) to select from a list of AP terms. These AP Terms will also default into the Purchase Order.
Other Rate Id:
This optional field is used to derive the Job Cost Category for PO Inventory lines entered for the Primary Vendor of those items. Specifically, If the Inventory Item has as its Primary Vendor (on the Item record’s Purchasing tab) the Vendor you are creating the PO for, the Job Cost Category from the Vendor's Other Rate Id will default when the user enters a line on the PO Inventory tab.
Branch Id:
If your firm employs branch-level filtering, and this Vendor is only associated with a specific branch, enter the Branch Id or double-click to select from a list.
Account Number
This field enables you to specify your firm's account or customer number with this Vendor. This field will be printed on AP Checks.
Vendor Type Id:
Enter a valid Vendor Type Id, or double-click to select from a list. This field is optional for reporting purposes. Most of the standard Accounts Payable reports allow the user to filter on this field. This allows users to separate reports or run checks by Vendor Type(s). Examples of Vendor Types could be: Employee, Utility, Sub, Materials, Taxes.
Currency Id:
If this vendor receives funds in his local currency (instead of your corporate, base currency), enter the appropriate Currency Id or double-click to select from a list. If this field is filled in, all Purchase Orders and Cash Receipts are assumed to be in the currency of original entry defined by this Id. For example, it your Company is Canadian-based, and you pay this United States Vendor in US dollars, the Currency Id would be set to the one created for US dollars.
FOB Id:
The default FOB for this vendor (e.g., o=Our Plant, s=Ship Point).
Ship Via Id:
The default shipper to be used by this vendor (e.g., f=Federal Express, u=UPS, etc.).
Tax Group Id:
This field provides a default value for Purchases. It should only be completed if the applicable tax rules should come from the Vendor where you purchased the items in the case of buying / selling in difference tax entities; this may be the case in certain Canadian scenarios.
Service Provider Rates
Rate Schedule Id:
If this Vendor is a service provider, the system uses this field for the default other rate schedule for purchase orders and AP Journal entries. This rate schedule is used to 'cost' as opposed to determining revenue that is the more normal use for rate schedules. The Service Provider Rates tab (in the lower section of the Vendor viewer) displays the contents of the applicable Other Rate table.
Important Note on Service Provider Rates:
Be sure to select a Rate Schedule is designed for Service Providers: only the Other Rate Table Id should be specified: the Material Rate Table and Labor Rate Table fields should be blank.
Foreign Subcontractor Vendors:
If foreign currency processing is implemented on your system, the Rate Schedule should be maintained in the currency of the subcontractor.
PO Limit per WO
This field comes into play if a WorkOrder Id is specified in the PO header. If this field is blank, this Vendor is not subject to a dollar limit on the PO. If this field is completed, only PO’s under this limit can be released. Note that the system checks the dollar value of all PO’s for this Vendor/WO combination when testing to see if the PO Limit is exceeded. In order to release the PO, this field must be edited in the Vendor record by a user with the authority to do so.
NOTE: the dollar amount of the released PO may also be limited by the MAX PO Amount found in the User record. .
PO Comment Id
The default comment to appear on purchase orders sent to this vendor.
EFT Bank Id: EFT Account Number:
This Vendor’s bank number and Account number at the bank; they should ONLY be completed if EFT/AFT processing is implemented at your firm.
Important: Completing the following fields indicate that this vendor should be paid via EFT (Electronic Funds Transfer) instead of by paper check. A separate numbering sequence beginning with 9000000000 sequence will be used for each GL Account/GL Entity combination. An Email address must be completed for Vendors that will be paid via AFT/EFT. Which email address should be used is defined registry entry. See Click on Overview to see a summary of the procedures needed to implement this functionality.
GL Expense Account
This account will default into the AP Journal if the GL Expense Account in the Cost Category is blank and a PO has not been used for this entry. This field also provides a default expense account when creating PO’s. The system will first look for the default GL expense account in the Cost Category (if present), and then in the Vendor if no account is specified in the Cost Category.
NOTE: Implementing a Cost Category use with Overhead Vendors
If you wish to use the GL Expense Account# assigned in the Vendor record (normally utility,lease,rent, other overhead type vendors would have this setup) then to use it you must add a new Cost Category called “AP” & in description, enter something like: For AP Use Only. The GL Accounts to BLANK should be set of blank. Normally it’s used with no Job or the Overhead Job.
Email Address:
The Vendor's email address. This field is required for call escalation if this vendor is a subcontractor.
Email Fax:
This field was designed to be used with an email to fax conversion service such as Faxaway. The exact format of this field depends on the conversion service you are using. For Faxaway, the format would be faxnumber@faxaway.com.
This field is also used by the system as the default To: email address when the user clicks the Email button from the Purchase Order report screen (Report PO Form). For this reason, it should be completed even if your firm does not use faxing service (in this case, you would use a standard email address). The From: field will default from the E-mail Address in the Contact Id associated with the User Id logged in.
Email Address 2: (formerly Email Pager)
The Vendor's pager or alternate email address. This is required for escalation management paging functionality.
Status:
Select a status for this vendor by double-clicking on the circular radio button next to the desired status (keyboard users should Tab to the desired button and then press the Spacebar to select it):
Active if this is a current vendor
Inactive if the account is closed
Mail List if this is a prospective vendor
This field controls (along with the Date Closed) whether this record will appear on the list of Active records that appears when you first open this list, or on the list of Inactive records accessed by clicking the RIP button on the list view. If you flag a record as Inactive, if the Date Closed (Inactive) field is blank it will automatically be set to today's date. If you change a record to Active status, the Date Closed field will automatically be cleared.
GL Expense Account
This account will default into the AP Journal if the GL Expense Account in the Cost Category is blank and a PO has not been used for this entry.
This field also provides a default expense account when creating PO’s. The system will first look for the default GL expense account in the Cost Category (if present), and then in the Vendor if no account is specified in the Cost Category.
Contact 1: Contact 2:
Enter the First Name, Last Name, Salutation, Title, Phone ,Cell Phone and Fax numbers, and Email Address of your primary and secondary contacts for this vendor. These fields are optional but recommended, as they will be displayed on the Mailing Address tab of the Purchase Order viewer.
Security Id:
If multiple location security is implemented on your centralized database system, this informational field displays the Security Id of the local user that created this record. If multiple location security is not implemented on your system, or if this record was created by a global user, this field will be blank.
This informational tab displays Percent on Time Promised and Requested statistics if these are maintained in your system via Compute Corporate Metrics.
1099-MISC?
Check this box (by double-clicking on it or pressing Spacebar) if a 1099 form should be generated for this vendor (for example, for a subcontractor). When you do so, the Vendor’s Name will be used to default in the first 1099 Names line.
1099 Category
This field controls which box on the Vendor 1099 will be filled in:
1 Rent
2 Royalties
3 Other income
5 Fishing boat proceeds
6 Medical health payments
7 Non employee compensation
8 Substitute payment
10 Crop proceeds
13 Excess golden parachute payments
14 Gross proceeds paid to an attorney
Federal Tax ID: (15 character)
The Vendor's Federal Tax Id. This field will need to be filled in if a 1099 should be generated.
1099 Names(s):
These fields may be used if the Vendor Name doesn't match what might be desirable as the 1099 recipient name.
The first line should be used for the "Individual's Name".
The second line should be used for "dba His Company Name" or "Individual, LLC"
Example:
Vendor Name: BJS Construction
May require:
1099 Recipient Name: Brian Smith
1099 Recipient Name2: Brian Smithi dba BJs Construction
-or-
1099 Recipient Name2: BJs Construction, LLC
Though the "dba name" is optional, editing the Vendor Name is currently necessary to conform to 1099 requirements. And in the case of LLC's the 2nd naming line IS required.
Vendor User 1-5
These optional fields enable you to retain additional information about this Vendor.