Alternate Vendor Address Table

Use this option to maintain alternate accounts payable addresses for your vendors. You can create multiple address records for a vendor, each of which is identified by an address code. You can apply these additional addresses when performing manual check and accounts payable functions.

Vendor records store two types of addresses: purchasing address and accounts payable or remittance address. In some cases, you may have more than one accounts payable address for a single vendor. The Alternate Vendor Address table enables you to change, delete, or print this additional information.

Menu Path: Fund Accounting > Reference Tables > Reference Tables > Alternate Vendor Address

Important

You cannot add addresses in this page. To add addresses, use the pages provided when running the Post Accounts Payable, Change Accounts Payable, Manual Checks, and Batch Manual Checks options.

Deleting Alternate Address Records

The Delete action bar item in the Alternate Vendor Address page allows you to delete address records. You can delete an individual record or all the records displayed in the page's list section.

The following table describes the buttons in the Delete Confirmation page:

All	Deletes all the records displayed in the page's list section.
One	Deletes only the record selected in the List section.
Cancel	Cancels the delete process.

To avoid losing address records that you may need, generate the Alternate Vendor Addresses Marked for Deletion report before deleting any records. Refer to the Procedures section for details on generating this report.

The following are some additional points to consider when deleting alternate addresses:

You cannot delete an alternate address record that contains amounts used in 1099 reporting.
When you delete a vendor's alternate address, any transaction record using that address reverts to the remittance address stored in the main Vendor record.
When you delete a vendor record in the Vendor List option, you also delete all of the alternate address records associated with the vendor.

The procedures for changing, deleting, and printing records in the Alternate Vendor Address page are explained below. There are two delete procedures, one for deleting a single record and one for deleting a group of records.

Changing an Alternate Address

Select Fund Accounting > Reference Tables > Reference Tables > Alternate Vendor Address.
In the Search Criteria section, enter criteria to identify records to list, and then click Find. To run an advanced search, use the Advanced button.
Select the address you want to change, and then click OK to access its data.
Enter your changes. Refer to the Fields section for information on an individual field.
Click OK to save the record.

Generating the Alternate Vendor Addresses Marked for Deletion report

Select Fund Accounting > Reference Tables > Reference Tables > Alternate Vendor Address.
In the Search Criteria section, enter criteria to identify records to list, and then click Find. To run an advanced search, use the Advanced button.
Select the address you want to generate, and then click Print.
Important
You must generate the Alternate Vendor Addresses Marked for Deletion report to find out if any of the addresses selected are in use.
In the Print window, specify how to generate the report, and then click OK. The report's default file name is altvenpg.rpt.

Deleting a Single Address Record

Select Fund Accounting > Reference Tables > Reference Tables > Alternate Vendor Address.
In the Search Criteria section, enter criteria to identify records to list, and then click Find. To run an advanced search, use the Advanced button.
Select the address you want to delete.
Click the action bar's Delete to display the Delete Confirmation.
Click One to delete the record.

Caution

Clicking All deletes all the address records displayed in the List section. If you did not enter any selection criteria in Step 2, clicking this button deletes all the alternate addresses in your database.

Deleting a Group of Address Records

Select Fund Accounting > Reference Tables > Reference Tables > Alternate Vendor Address.
In the Search Criteria section, enter criteria to identify records to list, and then click Find. To run an advanced search, use the Advanced button.
Click the action bar's Print to display the Print page.
Important
You must generate the Alternate Vendor Addresses Marked for Deletion report to see if any of the addresses selected are in use.
In the Print window, specify how to generate the report, and then click OK. The report's default file name is altvenpg.rpt.
Review the report, which provides error messages to alert you to addresses that are in use.
To retain any of the addresses listed in the report, repeat Steps 2-5. Be sure to enter different criteria in Step 2.
Click the action bar's Delete to display the Delete Confirmation.
Click All to delete the records.

Fields

Field

Description

Note

A message appears in the Alternate Vendor Address page, prompting you to update the alternate vendor's 1099 record if:

Changes are made to the vendor's Federal Tax ID, Vendor Name, or Accounts Payable Address information.
The system month is January.
1099 information exists for the prior year.

General Tab

Field	Description
Alternate Address Code	System-assigned sequential number identifying the address record. This number cannot be changed.
Original Vendor Code	Code identifying the vendor in the Vendor List. The Alternate Address Code and Original Vendor Code combine to identify an address record. Display only.
Creation Date	System date when the record was created. Display only.
Alternate Vendor Name	Name associated with this vendor AP address. Initially, the field defaults the name from the Vendor List record. You may change it, if the name of the organization or individual is different from that of the original record. Character/35
Address 1-2	Two lines for the vendor’s alternate AP address. Character/35
City	City for the alternate address. Character/20
State	State for the alternate address, identified by its standard two-character postal abbreviation, for example, CA for California or PA for Pennsylvania.
Zip Code	Zip code for the alternate address. If you are using a nine-digit zip code, be sure to include the dash, for example, 12345-9876.
Alternate Federal Tax ID	Vendor’s nine-digit federal tax identification number, entered in 99-999999 format. If the vendor is an employee, the employee’s Social Security number is used instead, entered in 999-99-9999 format. Be sure to include hyphens. Enter the tax ID that applies. Usually, the tax ID’s in the Vendor Information and Alternate Vendor Address pages are the same. When you update a record, the number may be masked and inaccessible, depending on your security resources.

1099 Name and Address

Use this section to enter the alternate address for the vendor's 1099 form.

Field	Description
1099 Alternate Name	Name to use for the vendor's alternate 1099 address.
Address Line(s) 1-2	Two lines for the vendor’s alternate street address. Character/35, each line
City	City for the alternate address. Character/20
State	Vendor’s state, identified by its standard two-character postal abbreviation.
Zip Code	Postal code. If you are using a nine-digit zip code, be sure to include the dash, for example, 12345-9876.

1099 Information Tab

Use this section to enter the 1099 form and box code associated with payments to this vendor.

Field	Description
Form	Selection identifying the 1099 form filed for the vendor at this address. Select: M - 1099-MISC - Rents, royalties, fishing boat proceeds, health care payments, non-employee compensation, substitute payments, crop insurance proceeds, attorney fees, and other income. G - 1099-G - Unemployment comp, state/local income tax, qualified state tuition earnings, taxable grants, and agriculture payments. I - 1099-INT - Interest income, early withdrawal penalty, interest on U.S. Savings Bonds and treasury obligations, investment expenses, and foreign taxes paid. N - No 1099 - No 1099 form applies to transactions for this address.
Box (Misc/G/Int)	Fields for entering a Box code for the vendor’s 1099 form. You can only enter a selection in the field associated with your entry in the Form field. Select the Box code from the 1099 Types table that identifies the type of income paid to the vendor.
YTD (Misc/G/Int)	Three system-maintained fields displaying the total year-to-date amounts paid to vendors for reporting on the different types of 1099 forms. The system updates the appropriate field whenever you issue a vendor check.
Note	Use Fund Accounting’s Periodic Processing > Clear 1099 Amounts option to reset the YTD fields after you file your 1099 forms at the end of the calendar year and before you start the new year.
FTD Paid	System-maintained field that displays the total amount paid to the vendor in the fiscal year-to-date for products or services ordered from this address.
Track 1099 Amount by Original Vendor	Checkbox indicating whether 1099 data should be maintained separately for this address or tracked in the original vendor record. Select the box to allow the original vendor record to store 1099 information for this address. Leave the box blank (default) to allow 1099 data to be maintained separately. If the box is blank, you must complete the applicable fields in this section.

EFT Or ACH Tab

Use these fields to set up information for processing electronic funds transfer transactions when this accounts payable address is associated with a vendor check. These fields apply only to the EFT feature. For details, refer to Accounts Payable Processing.

Your ability to display and access this tab depends on your security resources.

Field	Description
Transaction Code	Setting indicating whether EFT payments for this AP address go into a checking or savings account. This setting also determines if you are submitting an actual payment or prenote data for verifying the vendor’s direct deposit information. Select: 22 - Checking Credit - Allows deposit of electronic funds to vendor’s checking account. 23 - 2nd Checking Prenote - Creates final checking prenote when EFT transactions are processed in a check run. 24 - 1st Checking Prenote - Creates first checking prenote when EFT transactions are processed in a check run. 32 - Savings Credit - Allows deposit of electronic funds to vendor’s savings account. 33 - 2nd Savings Prenote - Creates final savings prenote when EFT transactions are processed in a check run. 34 - 1st Savings Prenote - Creates first savings prenote when EFT transactions are processed in a check run. Blank - Indicates actual checks are printed for this vendor, unless bank information is set up in the main Vendor record. If the alternate address does not have bank data set up and the main Vendor record does, the system looks to the main record for EFT settings. Your selection depends on the type of account the vendor uses and how many times you want to submit prenote data to your bank before allowing EFT payments for the vendor. After you set up the EFT information for this AP address, the system updates the transaction code based on vendor check processing. For instance, if the address record has a transaction code of 24, then the system creates prenote information when EFT payments are processed in a check run. The transaction code changes to 23. The next time you do a check run for EFT payments, the system generates final prenote data to send to your bank. The transaction code changes to 22, meaning you can now submit EFT payments, as long as the prenote data is valid.
Bank Code	Bank where the vendor’s funds are routed, also known as the receiving depository financial institution in terms of Automated Clearing House (ACH) transactions. Select a valid code from the EFT Bank Code table.
Account Number	Vendor’s bank account number as it will appear in the ACH file you send to your bank. Character/15
Alternate Email	Email address associated with the alternate vendor’s accounts payable department. Character/50 When EFT payment is issued, the system sends a notification to this address. However, your network’s mail server must be set up for this feature. To verify if the server is configured properly, contact your system administrator.