Add or Change a Vendor Record

Field Name

Type / Max Length

Action / Description

Vendor number

Required
10 alphanumeric

Enter the vendor's number or click the Lookup icon and use the standard lookup options to select the vendor from a list.

OR

Enter a unique identifier for a new vendor.See Enter or Change an Address.  It is recommended that you do not use special characters (e.g., ?, #, &, +, |, <, >, *, :, /, \, [,  ]) as they can cause issues when accessing imported documents. The system uses this address information for the vendor's ship-to and remit-to address unless you enter another ship-to, remit-to, or alternate remit-to.

OR

Enter * to create or change a default record. See Create a Default Record for a Maintenance Program.

This field cannot be changed after a vendor record is created.

Active?

Optional

Accept the selection, which indicates that this vendor is active, or clear if this vendor is not active.

Single invoice?

Optional

Select if this vendor wants one check per invoice or leave blank to pay multiple invoices with a single check when possible.

AP terms

Optional
3 alphanumeric

Select the terms code to use for vendor invoices. This is how you typically pay the vendor. AP terms are the terms are used to calculate accounts payable discount dates and invoice due dates.

PO terms

Optional
3 alphanumeric

Select the purchase order terms code. The description of this code prints on purchase orders.

If you pay based on the vendor's standard terms, set the AP terms and PO terms to the same code. If for example, the vendor's terms are net 30 days and you normally pay the vendor 42 days after the invoice date, you can set the two terms codes accordingly.

If a vendor has different terms for some POs, you can change the terms codes when you enter the PO.

FOB

Optional
3 alphanumeric

Select the Freight on Board code for the point at which ownership of ordered items transfers to the buyer.

The PO Maintenance (VOE) program displays this code for POs for this vendor.

Ship via

Optional
3 alphanumeric

Select the code for the preferred carrier for this vendor.

The PO Maintenance (VOE) program displays this code for POs for this vendor.

Freight terms

Optional
3 alphanumeric

Select the appropriate method of freight payment for this vendor.

Incoterms code

Optional
3 alphanumeric

Select the appropriate Incoterms code.

Vendor type

Optional
2 alphanumeric

Select a type for this vendor.

Vendor type is a sort and selection criterion in some reports and inquiries. You can sort the vendor lookup by vendor type as well.

Invoices can be selected for payment by vendor type in the Vendor Invoice Payments (NC) program.

Vendor type can be used as a category in the accounts payable invoice approvals hierarchy.

Use the Vendor Types Maintenance (TVYM) program to set up vendor types.

Buyer

Optional
3 alphanumeric

Select the code for the buyer who usually orders from this vendor.

The PO Maintenance (VOE) program displays this code for POs for this vendor.

Tax type

Required
1 alphanumeric

Select the tax type for this vendor:

• G GST
  Reports GST (Goods and Services Tax)
  You will be required to enter a Tax ID number.

• N No tax
  Neither reports GST nor requires 1099 reporting

• T 1099
  Track 1099 reporting
  You will be required to select an option for the Address for 1099 field and you will have to enter a Tax ID number.

If you change the field to T 1099, and there is un-archived payable data available, you will be prompted to update 1099 information. Click Yes if existing invoices need to be reported or click No if 1099 reporting applies from now on. The full 1099 amount will be considered to be the 1099 amount. Archived vendor invoices are not processed.

Withhold tax?

Conditional
1 alphanumeric

If you select T 1099 in the Tax type field, select to withhold taxes or leave blank to not withhold taxes

If you select, the system uses the percent entered for the 1099 withholding percentage entered in Systems Options Maintenance - Accounts Payable Options

Legal business name

Optional
35 alphanumeric

Enter the vendor's legal business name (i.e., the name used in box 1 of IRS Form W-9) if the name specified with the address is a DBA (doing business as) or fictitious business. The vendor's legal business name, if entered, is printed on 1099s.

Leave blank if the name in the address is the vendor's legal business name.

Address for 1099

Conditional
25 alphanumeric

Select the address to print on 1099s (required if you selected T 1099 for the Tax type field)..

Tax ID number

Conditional
25 alphanumeric

Enter the tax identification number (e.g, EIN, SSN) (required if you selected G GST or T 1099 for the Tax type field).

Note
If the vendor's Tax type is G GST, the field label is the GST reporting ID description entered in Systems Options Maintenance - Accounts Payable Options.

If the vendor's Tax type is T 1099, the field label is the 1099 reporting ID description entered in Systems Options Maintenance - Accounts Payable Options.

Vendor acct no

Optional
25 alphanumeric

Enter the vendor's account number.

This number prints on the voucher if you print checks on your laser printer.

Xref

Optional
35 alphanumeric

Enter an additional sort criterion that you can use to access this vendor's record with the standard lookup options.

Vendor number, name, city, state, zip, phone, type, tax ID, and buyer are standard sort fields for the vendor lookup in inquiry programs. Xref is an additional lookup sort option.

URL

Optional
45 alphanumeric

Enter the URL (e.g., http://www.qantel.com) of the vendor's website.

Hint! Hover over a displayed URL and use ctrl-click to launch your default browser and open the vendor's website.

Tax rate %

Optional
5 numeric in the format 99.999

Enter a tax rate for this vendor. For example, if the sales tax rate is 6.5%, enter 6.5.

The PO Maintenance (VOE) program displays this rate for POs for this vendor.

Max days to report

Optional
4 numeric

Enter the maximum number of days for how far into the future to supply the planning data to this vendor. Typically, the number is set to the highest number for any contracted part.

Planning period

Optional
6 alphanumeric

Select the planning period for how supply chain columns of data will be presented to the vendor.

Use Planning Period Codes Maintenance (MDM) to set up planning period selections.

Currency

Conditional
2 alphanumeric

Select the currency this vendor uses for transactions.

This field is active if you activated multi-currency during installation or database conversion. Use Currency Codes Maintenance (TCU) to set up currency codes.

Language

Optional
2 alphanumeric

Select the code for the language to use when printing item descriptions on documents for this vendor.

Payment method

Conditional
2 alphanumeric

Select an accounts payable payment method code that indicates how you typically pay this vendor (check, ACH, credit card, etc.). If you select an ACH (Automated Clearing House) payment method, you will need to enter the vendor's banking information in Alternate Remit-to Maintenance (VRM).

When you process payments in Vendor Invoice Payments, you can opt to limit the scope of vendor invoices by selecting a specific payment method; only invoices for vendors with that method of payment are then displayed.

Create pmt batch?

Optional

Select to automatically create a payment batch or to add this vendor's invoice to an existing batch so that it is set up for immediate payment. This is typically used for credit card processing where the payment for the vendor invoice is processed immediately, and at the same time a payable is created for the credit card account.

If you select this field, you must also specify a Payment method.

Pmt notification?

Optional

Select to send a voucher that lists invoices paid to the email address specified in the vendor's remit-to address or to the email address specified in Alternate Remit-to Maintenance.  Payment notifications are recommended when using alternate (i.e., non-check) payment methods since the vendor does not receive a physical check.

Payment notifications require an email device to be specified for the Payment Notification Device in Systems Options Maintenance - Accounts Payable Options.

GL org code

Optional
2 alphanumeric

Select the general ledger organization code for this vendor.

GL account no

Optional
10 alphanumeric

Enter the account number for transactions for this vendor or click the Lookup icon and use the standard lookup options to select the account from a list.

Invoice template

Optional

Select an invoice template for default distribution entries for invoice entry or leave blank to enter distribution manually.

Use the AP Template Maintenance program (NSM) to set up templates.

1099 type

Conditional

If the Tax type is T 1099, select the type of 1099 payments made to this vendor.

ID type

Optional
5 alphanumeric

Enter the authority that established the Business ID specified in the field below.

Business ID

Optional
15 alphanumeric

Enter the company's unique ID as listed in an official register, such as Dun and Bradstreet.

Customer number

Optional
10 alphanumeric

If you buy and sell to this vendor, enter their customer number or or click the Lookup icon and use the standard lookup options to select the customer number from a list.

UCC number

Optional
10 alphanumeric

Enter this vendor's Uniform Commercial Code number.

ERS vendor

Optional

Select to determine the receipts to which evaluated receipt settlement (ERS) is normally applied; your selection is the default value when a purchase order is entered for this vendor:

• Y ERS vendor - all purchases
  All receipts from this vendor are processed as ERS invoices

• N Not an ERS vendor
  No receipts from this vendor are processed as ERS invoices (i.e., the vendor sends invoices)

• P ERS for regular purchases
  Only regular receipts (i.e., excluding consignment) are processed as ERS invoices

• C ERS for consignment purchases
  Only consignment receipts are processed as ERS invoices

PO/invoice type

Optional

Select the option that best describes invoices from this vendor; your selection is the default value for the Type of invoice field in AP Invoice Entry:

• Y Invoices are tied to POs
  Invoices are associated with purchase orders

• N Invoices are not tied to POs
  Sometimes referred to as "miscellaneous" invoices, invoices from this vendor are not associated with purchase orders (e.g., fixed expenses)

• L Invoices are for landed costs
  Invoices from this vendor are for landed costs such as freight, duty, excise fees.

• D Invoices are for drop ship POs
  Purchases from this vendor are typically drop shipped rather than received in-house

Landed cost type

Optional

If this is a landed cost vendor, select the appropriate landed cost type. It will default when you enter invoices in AP Invoice Entry.

Image type

Optional
4 alphanumeric

Select the type of graphic file for this vendor. For example, you can store an image of this vendor's logo, a scanned business card, or a map that shows the vendor's location. See The View Button.

Field Name

Type / Max Length

Action / Description

ISO cert required?

Optional

Select if this vendor's certification of compliance is required or leave blank if it is not.

ISO issue date

Optional
10 date

Select the date the certification was issued.

ISO cert level

Optional
10 alphanumeric

Enter the certification level of the vendor's ISO compliance.

ISO cert number

Optional
30 alphanumeric

Enter the ISO certification number.

Site visit reqd?

Optional

>Select if a site visit to this vendor is required or leave blank if it is not.

Reviewer

Optional
5 alphanumeric

Enter the user ID of the person who last reviewed this vendor or click the Lookup icon and use the standard lookup options to select the user ID from a list.

Review cycle

Optional
4 numeric in the format 9999

Enter the number of calendar days in the review period.

First appvd date

Optional
10 date

Select the date the vendor was first approved.

Review date

Optional
10 date

Select the date the vendor needs to be reviewed.

To

Do This

See additional fields

Click Other info.

View related information

Click View. See The View Button.

Enter contacts for this vendor

Click Contacts. See Enter Vendor Contacts. Click Exit to return to this program.

Enter document profiles for this vendor

Click Doc profile. See Add a Vendor Document Profile. Click Exit to return to this program.

Display change history for this vendor

Click Audit. See Display an Audit Trail. Click Exit to return to this program.

Note
This button displays only if you have activated audit trail logging in the Audit Trail Maintenance (XAT) program.

Accept the data and exit this vendor

Click OK.

Exit without adding this vendor record

Click Cancel. The program prompts Vendor number. Enter another number or leave blank to exit.

Update the vendor record

Click Apply.

Enter notes for this vendor

Click Notes. See Enter Notes.

Enter data in custom fields your company uses

Click User. See Enter Data in User or Shadow File Fields.

Note
This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.

Go to a related program

Click Jump. See Jump.

Display vendor activity

Click Acct info. Click OK to close the vendor activity window.

Change the vendor's address for receiving goods or billing purposes

Click Address. and then:

See Enter or Change an Address.

Import or view documents associated with the vendor

Click Documents.

• Click View to view archived and imported documents. See Display Document Archive. The View button is active only if archived documents are available.

• Click Import to import a document for this customer.

See Document Archiving and Document Import for more information.

Exit the program

Click Exit.