Adding Vendors

Vendors can be added in either the Purchase Order or Accounts Payable programs. Adding a vendor involves 4 main steps where you work with 1 wizard:

Enter vendor identification information: Add Vendor Wizard.

Enter vendor contact information.

Enter remit to, terms, and flag details.

Enter HUD - 2516 information.

Access Purchase Order or Accounts Payable

From the Main Menu screen, click VENDOR. The Browse Vendors screen appears with all active vendors displayed in a table.

Click

on the toolbar. The Add Vendor Wizard is initiated.

Enter Vendor ID Info

Select if the vendor has either a SSN, EIN, or “None” from the drop-down list and enter the number in the field that appears.

Select the vendor type of the new vendor, such as “payables vendor.”

This is your agency-defined list of vendor types, which you maintain in the Setup area of the Accounts Payable program.

Enter the first name, last name, and full name of the vendor. (A last name or full name is required to prevent reporting errors.)

Check the custom checkbox to enable the program to identify the vendor's name as the full name, instead of first and last name.

Enter the appropriate customer account # and management code, if necessary.

This is your agency-defined list of management codes, which you maintain in the Setup area of the Accounts Payable program.

Select the default bank account from which the vendor will be paid and select the default debit account from which the invoices will be debited.

Note: If you choose a specific default debit account for the vendor here, the debit account will be automatically selected for you when adding an invoice for this vendor. See "Adding Invoices"

Click START to continue.

Enter Vendor Contact Info

10.

Enter the name of the vendor’s main contact and the vendor’s address, phone number, and e-mail.

11.

Click NEXT.

Review and Finish

12.

Review and confirm the vendor information you have set up and click FINISH. The Maintain Vendor screen appears with the new vendor information displayed.

Enter Remit To, Terms, and Flag Details

13.

On the General Info sub-tab of the Main tab click

to make the screen available for entry.

14.

Check the remit to checkbox to select to have the below payee information display on the vendor’s check.

15.

Enter the payee name (the name to whom the check should be paid), care of name (the name of whom the check should be in care of), and the address to where the check should be sent.

16.

Specify the number of term days (the number of days the vendor is allowed to take to pay the invoice), discount days (the number of days within which a discount is offered if paid by the vendor), and the discount % (the discount percentage that the vendor provides if paid within the discount days)

17.

Enter a hold code, if necessary. This is a the code that places the vendor check on hold.

18.

Check/uncheck the flags checkboxes, as necessary.

Show on the bidder list: Indicates the vendor is also a bidder and displays the vendor on bidder lists.

Allow to make purchase from this vendor: Allows making purchases from this vendor.

On MBE/Non-MBE report: Indicates the vendor is classified as a Minority Business Enterprise and checking this box places the vendor on the MBE/Non-MBE report.

Minority: Indicates vendor has minority status.

Send 1099 form: Sends the vendor a 1099 form when creating 1099s.

W-9 on file: Indicates vendor has a W-9 form on file.

Enter HUD - 2516 Info

19.

Select the HUD - 2516 sub-tab and check if the vendor is section 3 or woman owned.

20.

If applicable, enter the HUD grant/project #, sub-contractor EIN/SSN, and check if the vendor is a section 3 sub-contractor.

21.

Click

to save and apply all changes. You have successfully added a new vendor!

Note: Select the Categories tab of the Maintain Vendor screen to assign categories to the vendor, such as carpentry or electric. (This is the category(s) of item(s) the vendor supplies.) You can maintain vendor item categories in the Setup area of the Accounts Payable program.