Payable Entry Alternate Vendor Information Page

This page allows you to select or add as Accounts Payable address for the payable's vendor other than the default address from the Vendor List. The page shows alternate Accounts Payable addresses already associated with the vendor record. You can view these records, select one to assign to the payable you are entering, or create a new alternate address record.

If you assign an alternate vendor address to a payable, the system refers to the Alternate Vendor Address record to determine the EFT indicator that applies. The payable's EFT message updates after you select the alternate vendor address and return to the Post Accounts Payable page.

Note that these address records are different from the alternate address records used when adding requisitions and purchase orders.

Menu Path: Fund Accounting > Entry & Processing > Payable Entry > Post Accounts Payable > enter Control Number, PO/Encumber, Approval, Vendor and Invoice number > click Alternate Vendor

This page can be accessed from the Action Bar of other pages that include the Alternate Vendor item.

Use the following procedures while adding a payable record. For the payable entry procedure, refer to the start of the Post Accounts Payable.

Selecting an Alternate Accounts Payable Address for the Payable

Select Fund Accounting > Entry & Processing > Payable Entry > Post Accounts Payable.
Complete the following fields: Control Number, PO/Encumber, Approval, and Vendor.
Click Alternate Vendor.
In the Alternate Vendor Information page:
- Select the row displaying the alternate address you want to use. The full address displays in the page's detail section.
- Select Original Address at the top of the list to use the vendor's default accounts payable address.
Click OK to associate the address with the payable.

Adding a New Alternate Accounts Payable Address for the Payable

Select Fund Accounting > Entry & Processing > Payable Entry > Post Accounts Payable.
Complete the following fields: Control Number, *PO/Encumber*, *Approval*, and Vendor.
Click Alternate Vendor.
In the Alternate Vendor Information page, click Add New to access the detail section for adding a new record.
Complete the following tabs as needed: General, 1099 Name and Address, 1099 Information, and EFT/ACH.
Complete the fields in the Detail Alternate Vendor Information and 1099 Information sections. For information on these fields, refer to the Fields below.
When you finish entering field data, click OK to save the new address record and return to the List section.
As needed, select either the new address or another address, and then click OK to apply it to the accounts payable record.
If you want to use the current address instead, click Back.

Fields

General Tab

Use this section to identify the alternate vender address record, define EFT settings, and enter address data. The first three fields, Alternate Address Code, Original Vendor Code, and Creation Date, are system assigned.

Field	Description
Alternate Address Code	System-assigned code identifying the alternate address record. The system assigns this number sequentially based on the number of alternate vendor accounts payable addresses are in your database. For instance, if there are nine records, the system assigns a code of 10 to the next record added.
Original Vendor Code	Number identifying the vendor associated with the alternate address. This is the vendor number you entered in the Post Accounts Payable page.
Creation Date	System date when the alternate address record was created. This date comes from the Fund Accounting Profile.
Alternate Vendor Name	Name identifying the alternate vendor address. For instance, you could identify the record based on the region or street where the alternate site is located. Character/35
Address Line (1 & 2)	Two lines for the vendor’s street address. Character/35
City	City for the alternate remittance address. Character/20
State	Vendor’s state, identified by its standard two-character postal abbreviation, for example, CA for California or PA for Pennsylvania.
Zip Code	Postal code. 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 Federal Employer Identification Number (EIN) as assigned by the IRS. Integer/9 For companies and other employers, the number should be entered in standard EIN format, 99-9999999, with the dash included. If the vendor is an individual, use the person’s Social Security Number, formatted 999-99-9999. Be sure to include the dashes. This field is accessible to all users when adding a record. In view or change mode, however, the tax ID is masked for users who do not have the required 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 (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 Or G Or 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 Or G Or 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 the system should track 1099 payments in the original vendor record or in the alternate address record. When you enter a payable record, you determine the 1099 form associated with each line item in the Post Accounts Payable page's payment distribution section. If you are using an alternate address for the payable, then the system adds payment amounts to the appropriate 1099 fields in the Vendor List based on the Track 1099 Amount by Original Vendor field setting. Select this field if you want the system to track 1099 payments in the original vendor record associated with this alternate address. Leave the checkbox blank if you want 1099 payments tracked in the alternate address record. To view 1099 payment information for the record, select FundAccounting > Reference Tables > Reference Tables > Alternate Vendor Address.

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 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. This field can be accessed by all users when adding a new alternate address. However, subsequent users must have the required security resources to view or change the field. Otherwise, the field does not display. 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 or the vendor is selected with the EFT Prenotes option. 24 - 1st Checking Prenote - Creates first checking prenote when EFT transactions are processed in a check run or the vendor is selected with the EFT Prenotes option. 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 or the vendor is selected with the EFT Prenotes option. 34 - 1st Savings Prenote - Creates first savings prenote when EFT transactions are processed in a check run or the vendor is selected with the EFT Prenotes option. Blank - Indicates actual checks are printed for this vendor, unless bank data is set up in the main Vendor record. If the alternate address does not have bank data 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 verify the vendor’s account information before submitting an actual electronic payment. After you set up the EFT information for this AP address, the system updates the transaction code based on vendor check processing or through your use of the EFT Prenotes option. For information on generating prenote data, refer to Payable Entry - Electronic Funds Transfer and EFT Prenotes.
Bank Code	Code identifying the 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 code from the EFT Bank Codes table. This field is accessible to all users when adding a record. In view or change mode, however, the bank code does not display for users who do not have the required security resources.
Account Number	Vendor’s bank account number as it will appear in the ACH file you send to your bank. Character/15 This field is accessible to all users when adding a record. In view or change mode, however, the bank account number is masked for users who do not have the required security resources.
Alternate EMail	E-mail address associated with the alternate vendor’s accounts payable department. If your network’s mail server is configured properly and the Email Voucher Confirmations checkbox in the main Vendor List record is selected, then the system sends notification of the EFT transaction to this address. Your network’s mail server must be set up for this feature. To verify if the server is configured properly, contact your system administrator.