Vendors: Vendor Records

To access vendor records go to Financial > Vendors, Etc. > Vendors

Search Vendors section:

There are a number of options on the Search Vendors section of this screen.  Any search results can be exported to Excel by using the Excel icon at the top, right corner of the screen.  Please note the "Max # of vendors in search results" field - this field was designed to reduce the number of vendors loading to the screen for time saving purposes.  Be sure to clear this  number (defaults to 500) if you want to see ALL vendors from your search queries.  

Add a new Vendor:

Click the Add button.  The following screen opens.

Id - the vendor ID number.  The system will assign the next sequential.  This number may be changed if you choose.

Name - enter the vendor's name here

Click Add.  

The Vendor Information screen opens:

Fields for Vendors:

• Id - Vendor ID number
• Type - choose Vendor for this purpose
• Status - can select Active or Inactive
• Name - Name of the vendor
• Sort Name - Name to sort on when sorting on the search screen
• Remit To - the name to which the check for payment is written
• Add DBA Button - allows for entry of vendors "Doing Business As" name  - located over the address box
• For Payroll Purchase Orders checkbox - Vendor used when creating Casual Payroll purchase orders
• For Vendor Various Purchase Orders - Vendor used when creating Vendor Various purchase orders
• Vendor Various Recipient - 
• Account Number - if you have an account number with this vendor, you can enter it here
• Website - for the vendor's website address
• Notes - a blank field for you to use to keep notes on the vendor
• Order Email Address (retired) - use the Add Order Email button (under the contacts information box) to enter the email address(es) to which all purchase orders for this vendor will be sent
• Taxpayer EIN / SSN - enter the vendor's Federal Tax ID number (EIN) or Social Security Number.   
• Taxpayer Type - choose whether the ID number recorded in the Federal ID/SSN field is an EIN or SSN.  NOTE:  If SSN is selected, after you click Save, two additional fields will open on the vendor record for 1099 purposes - first name and last name.  Be sure to complete these fields as well.
• 1099 - check if this vendor should receive a 1099
• 1099 Type - use the drop-down to select the appropriate 1099 type for this vendor
• 1099-MISC Box - if this vendor uses the 1099-MISC form, use this drop-down to select which box their should be placed
  
• State Contracted - if this vendor has a state contract ID, check this box
• State Contract ID - if this vendor has a state contract ID number, enter it here
• State Contract Expiration - enter the date the vendor's state contract expires
• Cooperative Purchasing - check this box if vendor is used for co-op purchasing
• Cooperative Contract ID - if this vendor has a co-op ID number, enter it here
• 
  
• BRC Fields - Number: enter the BRC Registration number.  Exempt: check if vendor is exempt from needing a BRC.  On File:  check if you have a BRC on file for this vendor.  Effective and Expiration Dates:  enter the date the BRC is effective and expires.
• Public Works Registration Certificates - Number: enter the PWRC number.  On File: check if you have a PWRC on file for this vendor.
• Documents Received:
  • W-9 on File - check if you have a W-9 on file for this vendor
  • Iran Disclosure - check this box if you have received the document
  • Russia Disclosure - check this box if you have received the document
  • EEO Affirmative Action - check if this applies to the vendor.  EEO Expiration - enter the date the form expires
  • Political Contribution Disclosure - check if you have this on file
  • Certificate of Insurance - check if you have a certificate of insurance on file for this vendor
  • Certificate of Insurance Expiration - enter the expiration date of the certificate of insurance on file
• Flags, Etc.:
  • Minority Business - if this vendor is a minority business, check this box
  • Bid Threshold Exempt - if this vendor is exempt from bid thresholds, check this box
  • Certification of Non-Debarment - check if this applies to this vendor
  • Third Party Contractee - By checking this flag, the vendor will appear in the 3rd Party Vendor search bar on the Staff Demographics screen when 3rd Party Contractee is checked for a staff member.
  • Disabled Vet - check if this vendor is a disabled veteran
  • Quote Threshold Exempt - if this vendor is exempt from quote thresholds, check this box
    

Order Emails - click the Add Order Email button to add the email address to which purchase orders will be sent.

Direct Deposit Payments - if you will be making direct deposit payments to this vendor, complete the necessary banking information.  Bank Name, NACHA Bank ID (Routing Number) and Account number.

Documents - Vendor related documents can be uploaded to this screen (e.g. Certificate of Insurance, Business Registration Certificate).  Click the Attach Document button at the very bottom of the vendor's record screen to attach any document related to the vendor.