Vendor Information Page

General

Stores key identification data on the vendor. This includes vendor code, name, search name, federal Employee Information Number (EIN), web address, and the date of the vendor last transaction.

Address

Stores two sets of addresses, telephone numbers, and fax numbers. To enter additional addresses, use the Addresses item on the action bar.

1099 Name and Address

Stores the name, doing business as name, and address to be used on the vendor 1099 form.

1099 Information Tab

Stores data used in filing 1099 forms on your vendors. In addition to codes from the 1099 Types table, the information includes year-to-date payment totals.

Discount Information

Stores information that applies to vendor discounts, such as net days for payment, discount rates, and number of days in a discount period.

Miscellaneous Information

Stores sales and use tax rates, minimum check amounts, and user-defined status codes.

EFT/ACH

Stores the vendor bank account information along with setting to generate and send email vouchers as part of Electronic Funds Transfer processing.

Vendor List

Displays the Print Vendor List page to print records from the vendor list.

Payments

Displays the Payment History page, which provides payment information for the vendor, including invoice numbers and due dates, check numbers and dates, payment amounts, and transaction codes. For details, refer to Payment History Page.

Classes

Displays the Commodity Class Codes page, which only applies if you use the Vendor Bidding System. The page stores the classes of products associated with a vendor, as defined in the Purchasing Commodity Codes table. For details, refer to Commodity Class Codes Page.

Defined Windows

Displays the Defined Windows selector, which accesses user-defined pages for entering or viewing additional information on a vendor. For details, refer to the Defined Windows Selector Page.

Addresses

Displays the Vendor Order Addresses page, where you can enter additional contact information for a vendor. For details, refer to the Vendor Order Addresses Page.

Transactions

Displays the Vendor Transactions page, which displays a history of purchase orders placed with a vendor. These records include dates, purchase order numbers, check numbers, and amounts. For details, refer to the Vendor Transactions Page.

Requisition Information

When setting up a requisition, the vendor is identified in the General Information section. For details, refer to Requisition Information Page.

Vendor Quotes

When entering multiple vendor quotes for a single requisition line item, you can identify the vendors in the Vendor Quotes page. For details, refer to Vendor Quotes Page.

Purchase Order Information

When setting up a requisition, the vendor is identified in the General Information section. For details, refer to Purchase Order Information Page.

Deduction Table

In Human Resources, you can set up vendors for automatic payment as a by-product of payroll processing. For details, refer to the Human Resources Deduction Table page.

Post Payable Entry

In Fund Accounting, you can select vendors when entering payments. For details, refer to the Fund Accounting Payable Entry Features page.

Process Payables

In Fund Accounting, you can select vendors for issuing checks for specific purchases. For details, refer the the Fund Accounting Vendor Check Processing page.

Batch Vendors

In Fund Accounting, the Batch Vendors table enables you to add vendor records to a batch file for future posting to the live database. For details, refer to the Fund Accounting Batch Vendors Table page.

Vendor List

Action bar item. Displays the Print Vendor List page.

• Available without a search. If you do not perform a search, the report includes all vendors.

• Option to sort by vendor name or code.

• Option to print Purchasing and Accounts Payable addresses, or Accounts Payable and 1099 addresses.

• Provides complete vendor information with Accounts Payable address, and choice of Purchasing or 1099 address.

Print

Vendor Short List

Toolbar printer icon. Displays the standard Print window.

• Search is required. You can search with no criteria to return all vendors.

• Sorts records by vendor code. This item is only available after you generate a list of vendors.

• Provides select vendor information.

  • Vendor code

  • Vendor name

  • Purchasing city

  • Purchasing state

  • Phone number

  • Inactive status

Vendor Code

Code identifying the vendor record.

• If your Fund Accounting Profile is set to auto-assign vendor codes, the next increment of the code defaults into the field.

• If you define your own codes, we recommend using a standard length so vendor checks and reports sort correctly. For example, if you use four-digit codes, add zeroes to the front of any codes that are less than 1000, as in 0001, 0012, and 0123.

The limit is eight characters.

Employee

Checkbox indicating whether the vendor is an employee of your organization.

Select the field if the vendor is an employee, and then press Tab to display the Employee Lookup page. Enter search criteria, click Search to launch the search, select the employee you want in the list, and then click Accept to select the employee and close the page.

The following information on the employee defaults as follows:

• Employee name defaults to the Vendor Name and Search Name fields.

• Social Security number defaults to the Federal Tax ID field.

• Address defaults to the fields in the Address tab.

When a payable is created, the system accesses the employee file for name and address changes and updates the file if needed.

Vendor Name

Vendor name as it should appear on checks.

The limit is 35 characters.

Search Name

Vendor name to sort records in proper alphabetical order. For example, if the vendor name is THE PAPER STORE, the search name should be PAPER STORE THE.

If your Fund Accounting profile is set up to sort checks by vendor names the system uses the Search Name field to sort.

The entry from the Vendor Name field initially defaults to this field. You can edit the name.

The limit is 35 characters.

Federal Tax ID

Vendor Federal Employer Identification Number (EIN) as assigned by the IRS.

• For companies and other employers, the number should be entered in standard EIN format, 99-9999999, with the hyphen included.

• If the vendor is an individual, use the Social Security number, formatted as 999-99-9999. Be sure to include the hyphens.

The complete EIN displays during the add process. However, when you update a record, the number may be masked and inaccessible, depending on your security resources.

The limit is 15 characters, including hyphens.

Social Security Number

Vendor Social Security number (SSN), formatted 999-99-9999. Be sure to include the dashes.

Enter this field only if the SSN is different from the Federal Tax ID. Otherwise, select Same as Federal Tax ID.

Same as Federal Tax ID

Select this field if the vendor Social Security Number is the same as the Federal Tax ID. This copies the Federal Tax ID into the Social Security Number field.

Web Address

Vendor’s web address. The address must begin with www, http://www, or https://www.

After an address is entered, click Web Address to display the vendor website in your default browser.

The limit is 57 characters.

VAC Login Name

Vendor login information for Vendor Access Center. This field can only be accessed if your district has Vendor Access Center installed.

Inactive

Checkbox indicating whether the vendor is active. Select the box to change the vendor status to Inactive.

You cannot use an inactive vendor on a requisition, purchase order, change order, or non-purchase order payable. However, a user with the appropriate security resource can enter a payable for a vendor whose status has been changed from active to inactive.

Hold Payment

Checkbox indicating whether to withhold payments to this vendor. To enable the system to withhold payments, select the box.

Status 1

Status 2

Two user-defined codes assigned to the vendor.

• If you use Vendor Bidding, enter BIDDING to prevent requisitions and purchase orders from being manually added for the vendor. You then can include the vendor in the bidding process using the Vendor Bidding Vendor Bid Information option.

• If you do not use Vendor Bidding, you can enter any code to reflect the vendor status.

The Status 1 and 2 fields generally are for information purposes only. They do not affect system processing, unless you enter BIDDING in the Status 1 field.

The limit is eight characters

Last Active

Date of the last transaction posted for this vendor. Display only.

Address 1

Address 2

Two lines for the vendor address. Purchasing and Accounts Payable addresses may be different.

The limit is 35 characters.

City

City for the vendor address.

The limit is 20 characters.

State

Vendor state identified by its standard two-character abbreviation, for example, CA for California or PA for Pennsylvania. Select the abbreviation from the list.

Zip

Zip code. If you enter a nine-digit zip code, be sure to include the hyphen, for example, 12345-6789.

The limit is 10 characters, including the hyphen.

Contact

Name of the person or department to contact.

The limit is 35 characters.

Phone

Area code and telephone number of the contact. The system provides the dashes.

Fax

Area code and fax number. The system provides the dashes.

1099 Name

The name of the vendor as it should appear on the 1099 form.

The limit is 35 characters.

Doing Business As

For 1099 Vendors, if the vendor has a Doing Business As name, the name appears in the Address 1 field when processing 1099s.

The limit is 35 characters.

Address 1

Address 2

Two lines for the vendor 1099 address.

The limit is 35 characters.

City

City for the vendor 1099 address.

The limit is 20 characters.

State

State for the vendor 1099 address, as identified by its standard two-character abbreviation, for example, PA for Pennsylvania. Select the abbreviation from the list.

Zip

Zip code for the vendor 1099 address. If you enter a nine-digit zip code, be sure to include the dash, for example, 12345-6789.

The limit is 10 characters, including the hyphen.

Form

Code identifying the form used to report specific types of payments made to a vendor, as defined by the IRS. This information defaults when you enter a transaction, but you may change it.

Select:

• M - 1099-MISC - Rents, royalties, other income, fishing boat proceeds, medical/health care payments, non-employee compensation, substitute payments, crop insurance proceeds, and attorney fees.

• G - 1099-G - Unemployment compensation, 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 - A 1099 form does not apply.

Box

Three fields to enter Box codes for the Misc, G, or Int form. The field identifies the specific box used to record payments to the vendor on the 1099 form selected.

YTD

Three system-maintained fields displaying the total fiscal year-to-date amounts paid to vendors for reporting on the different types of 1099 forms. The system updates the appropriate field whenever a vendor check is issued.

Use Fund Accounting Clear 1099 Amounts process to reset the YTD and Prev (Previous) fields after you file your forms at the end of the fiscal year and before you start the new year.

Prev (Previous)

Three fields for 1099 amounts paid to the vendor. These fields allow you to supplement the system-maintained YTD totals, so that you have complete payment amounts when you generate 1099 forms.

• If you began using the Fund Accounting System after the start of the current fiscal year, enter the amounts in dollars-and-cents format.

• If you began using Fund Accounting at the start of the year, leave these fields at their zero defaults.

FTD Paid

Two fields, the first for a system-generated total of the payments in the three fiscal-year-to-date fields and the second for the dollar-and-cents total from the three Prev (Previous) fields.

Net Days

Number of days before payment is due to qualify for a discount.

The limit is four digits.

Discount

Setting indicating whether a discount can be taken in Accounts Payable.

Select:

• A - Always: Discount is always taken.

• T - Discount Period: Discount is taken based on invoice and due dates.

• N - Never: Discount is never taken.

Percent

Discount percentage rate. Enter the rate as a decimal, for example, 5% = 0.05000.

This field is required if you selected A - Always or T - Discount Period in the Discount field. Your entry becomes the vendor default discount in Accounts Payable.

The limit cannot exceed 1.0 (100% discount).

Discount Days

Number of days in the discount period set by the vendor. Accounts Payable uses this in combination with the invoice and due dates to determine if a discount can be taken.

The limit is four digits.

Sales Tax Rate

Rate of the sales tax for the vendor state, if any. Enter the rate as a decimal, for example, 5% = 0.05000.

Use Tax Rate

Rate of the use tax, if any. Enter the rate as a decimal, for example, 5% = 0.05000.

Minimum Check Amount

Smallest amount for issuing a check to the vendor, entered in dollar-and-cents format. For example, if you enter 100.00, checks cannot be issued to the vendor until the total payments due reach this amount.

Use Employee Bank Information

Checkbox used to load employee direct deposit information to the vendor information. The checkbox only displays if direct deposit information has been set up for the employee.

Transaction Code

Setting indicating whether EFT payments to the vendor go into a checking or savings account. This setting also determines if you are submitting a payment or sending prenote data to verify the vendor direct deposit information.

Select:

• 22 - Checking Credit: Allows deposit of electronic funds to the vendor checking account.

• 23 - 2nd Checking Prenote: Creates the final checking prenote when EFT transactions are processed in a check run.

• 24 - 1st Checking Prenote: Creates the first checking prenote when EFT transactions are processed in a check run.

• 32 - Savings Credit: Allows deposit of electronic funds to the vendor checking account.

• 33 - 2nd Savings Prenote: Creates the final savings prenote when EFT transactions are processed in a check run.

• 34 - 1st Savings Prenote: Creates the first savings prenote when EFT transactions are processed in a check run.

• Blank: Indicates physical checks are printed for this vendor.

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 vendor EFT information, the system updates this transaction code based on vendor check processing. For example, if payments should be made to a vendor savings account and the bank requires only one prenote, you would assign 33 - 2nd Savings Prenote. When you process a check run that includes the vendor, the system changes the field to 32 - Savings Credit, even if no payables exist for the vendor.

Bank Code

Bank where the vendor funds are routed, also known as the receiving depository financial institution in terms of Automated Clearing House (ACH) transactions.

The system displays the bank routing number in the display-only ABA Number field after you enter the Bank Code.

Account Number

Vendor bank account number. This number appears in the ACH files sent to your bank.

The limit is 17 characters.

PO Email

Email address for the vendor purchasing department. This address is used in emailing purchase orders and change orders to the vendor.

The limit is 50 characters.

A/P Email

Email address for the vendor accounts payable department.

When EFT payment is issued, the system sends a notification to this address. However, your network mail server must be set up for this feature. To verify if the server is configured properly, contact your system administrator.

The limit is 50 characters.

Email Voucher Confirmations

Checkbox indicating whether the system should send email confirmations to the vendor whenever EFT payments are made. Emails go to the address in the A/P Email field.

Select the box if emails should be sent. Otherwise, leave it blank.