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Electronic Funds Transfer for A/P FAQs

Vendors - Vendor Tab

 

Access this tab using Maintain > Vendors.

Use this tab to specify a Vendor ID, Name, Status, and Account Number. Also, vendor Class and Type designations can be used to define ranges of IDs for reports. Later, use vendor IDs when entering certain transactions. Transactions entered using the Accounts Payable module require a vendor ID. In the General Ledger module when entering a manual disbursement or using the General Ledger Check Writer, you can assign a Vendor ID.

If you are using purchase orders to generate encumbrances (Activities>Purchase Orders>Create/Modify Purchase Orders) and do not know the vendor ID, you can assign an ID called "UNASSIGNED." (This ID must be in all caps.) You can create as many UNASSIGNED vendor IDs as needed. We recommend you increment the ID, for example UNASSIGNED 1, UNASSIGNED 2, and so on. Any encumbrances entered to these vendor IDs are included when entering invoices (Transactions>Accounts Payable>Enter A/P Invoices) and selecting encumbrances (Transactions>Encumbrances>Enter Encumbrances). Once you know your vendor ID and have posted the encumbrance, you can assign the new ID using Transactions>Encumbrances>Enter Encumbrance Liquidations. Or, you can leave it as "UNASSIGNED."

If you enter an Account Number on this tab, this number will also be transmitted in the A/P electronic file and will print on the voucher.

The Currency and Always Pay in Vendor's Currency fields are only available if the Administrator has installed and added the Multicurrency module.

 

Vendor ID: Enter a unique ID to represent the vendor you are setting up, or use the drop-down list to select an existing vendor to change. We recommend using all numeric IDs. Numeric IDs are generally easier and faster to enter during transaction entry. Otherwise, we recommend at least limiting your entry to strictly alphabetic characters (A through Z) or numeric characters (0 through 9), and avoiding the use of symbols, such as: | and “.

Status: Specify the status of the vendor. When creating a new vendor ID, accept the default status, A (Active), or select I (Inactive) or D (Discontinued) from the drop-down list. The status can be changed at any time.
Below are valid status entries and their descriptions:

  • Active (A) - Set a vendor ID to active to allow transaction entry to the ID.
  • Inactive (I) - Set a vendor ID to inactive when it is no longer needed for normal transactions, but it may need to be used at some point. A warning message appears when attempting to use an inactive vendor ID. The warning message is for notification only; the ID can still be used in a transaction. Inactive codes also appear on reports.
  • Discontinued (D) - Designate a vendor ID as discontinued when it is no longer being used. The system does not allow transaction entry to a vendor ID with a discontinued status; however, discontinued codes appear on reports.

Name: Enter or change the name of the vendor as you want it to appear on reports and forms the system produces. When entering names for:

  • An individual taxpayer, enter the first name first and last name (surname) second, for example, Brian Jones.
  • A business that is operated by a sole proprietor, enter the Vendor's name, for example, Ann Miller's Child Care Center.

Currency: Select a currency from the drop-down list, such as USD, CAD, EUR, GBP, or MXN. The currency defaults to the organization's functional currency. Currencies were created and activated by the Administrator using the Organization>Currency Setup form.

Always Pay in Vendor's Currency: Select this check box to always pay this vendor in the specified currency. This allows you to designate if you want to set up alternate currency vendors. For example, when you get ready to pay an invoice (Transactions>Accounts Payable>Enter Manual A/P Checks), the Vendor ID drop-down list is limited to those vendors whose currency matches the currency of the session and any other vendor whose "Always Pay in Vendor's Currency" check box is not selected. If this check box is not selected, the Electronic Payments fields are not available on the Payment and Terms tab.

Account Number: Enter the account number assigned to the organization by the vendor. This number will print on the A/P check.

User ID: Select the vendor's system user ID. User IDs are set up by the Administrator using the Security>Maintain Users form.

Optional Designation Class, Type: Enter an optional class and type, or select existing ones from the drop-down list. Classes and types are used to limit or sort vendor IDs on reports and forms.

  • To print the data entered on this form, use Reports>Accounts Payable>Vendor Information List.
  • If you want the vendor's account number to display when printing checks (Activities>Check Writing>Write Checks), enter %ACCT% in the Check Stub Comment box on the Payment and Terms tab. The system will then print the appropriate account number for you.
  • If you have a vendor with whom some of your transactions are 1099 transactions and some are not, indicate the appropriate 1099 information when entering transactions.
  • To delete an existing Class or Type in a vendor record, select the vendor, highlight the class or type name, press the Delete key on your keyboard, and then click Save on the form. This deletes the designation for the selected vendor. You must do this for every vendor record that uses the designation to delete the class or type in its entirety. Click Find to identify all records that contain a particular class or type. This process is also helpful when renaming a class or type.
  • When you create a new Class or Type and save it, the system uses that new designation. If you create a different Class or Type for that same record, the first class or type is no longer available. This is because a vendor can only use one class or type at a time.