From the Accounts Payable screen, select the Maintenance menu and then Vendors.
At the Vendors screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Click the Address tab to complete the name and address information for the vendor.
Enter a unique ID for the vendor in the Vendor ID field. The ID can be alphanumeric and up to 10 characters long (no spaces).
Note: To have the system automatically assign the ID using the first 10 characters (letters and numbers only) of the Legal Business Name (or Last Name if an individual), leave the ID field blank; once the record is saved, the ID will be assigned. If the company's name starts with the word "The" and "The" is entered at the beginning of the company name in the Legal Business Name field, the system will disregard "The" when automatically assigning the ID. If the ID entered in the field is for an existing entity not currently flagged with the entity role of Vendor, a prompt will appear asking if the Vendor role should be added; click Yes to make the entity a vendor.
Select the Active field to stipulate the vendor is currently active and used by the district. A checkmark will appear in the box if the field is selected. When adding a new vendor, the Active field is selected by default.
The role(s) in which the vendor is defined and used within the School Accounting System appears in the Entity Roles field. When adding a new vendor, the system automatically assigns the entity role of Vendor. If more than one entity role appears, the vendor can be used and accessed in all the applicable areas using the exact same ID.
If the vendor is a company, enter the name of the company in the Legal Business Name field. If the vendor is an individual, leave this field blank. The name can be alphanumeric and up to 75 characters long.
Note: If the company's name starts with the word "The", be sure to enter "The" at the beginning of the name in the Legal Business Name field; the system will disregard "The" when automatically assigning the ID (if applicable) and when searching on the Vendor Name field in other areas of the system (for example, "The Paper Company" becomes "Paper Company, The" for sorting and searching purposes).
If the vendor is an individual, enter the person’s last name in the Last Name field. If the vendor is a company, leave this field blank, or if desired, enter the last name of the person who owns the business in the Last Name field. The last name can be up to 40 characters long.
Note: When a check is printed to the vendor, the check will be written using the Legal Business Name if applicable, or else the First Name followed by the Last Name.
If the vendor is an individual, enter the prefix (such as Dr., Mr., or Mrs.) for the person in the Prefix field if applicable, or click the down-arrow button to select the correct one. If the vendor is a company, leave this field blank, or if desired, enter the prefix of the person who owns the business in the Prefix field.
If the vendor is an individual, enter the suffix (such as Jr. or Sr.) for the person in the Suffix field if applicable, or click the down-arrow button to select the correct one. If the vendor is a company, leave this field blank, or if desired, enter the suffix of the person who owns the business in the Suffix field.
If the vendor is an individual, enter the person’s first name in the First Name field. If the vendor is a company, leave this field blank, or if desired, enter the first name of the person who owns the business in the First Name field. The first name can be up to 30 characters long.
If the vendor is an individual, enter the person’s middle name in the Middle Name field. If the vendor is a company, leave this field blank, or if desired, enter the middle name of the person who owns the business in the Middle Name field. The middle name can be up to 30 characters long.
Complete the information for the Primary Address, Purchase Order Address, and Tax Form Address for the vendor by clicking the appropriate tab and entering the data as follows:
Note: The Primary Address is printed on the checks issued to the vendor; the Purchase Order Address is included on purchase orders and requisitions for the vendor; and the Tax Form Address is printed on the 1099 form for the vendor, if applicable. If the information for all three addresses is the same, enter the information on the Primary Address tab only and then select the Same as Primary Address field for the Purchase Order and Tax Form Addresses. The Same as Primary Address field on the Purchase Order Address and Tax Form Address tabs will be selected by default when adding a new vendor; if needed, first remove the checkmark from the Same as Primary field in order to enter the necessary information into the fields for the Purchase Order or Tax Form Address.
If the vendor is a company and the correspondence should be sent directly to a specific person or department at the company, enter the name of the person or department in the Attention field. The name can be alphanumeric and up to 30 characters long. If the Attention field is completed for the Primary Address, it will display with the vendor’s address when entering invoices and will print on the actual check. If the Attention field is completed for the Purchase Order Address, it will display with the vendor’s address when entering purchase orders and requisitions and will print on the actual purchase order form. The Attention field for the Tax Form Address is not used (printed) on the 1099 form.
Enter the address (up to two lines) for the vendor in the Address 1 and Address 2 fields. The addresses can be alphanumeric and each can be up to 30 characters long.
Enter the city where the vendor is located in the City field. The city can be alphanumeric and up to 25 characters long.
Enter the appropriate state abbreviation (or applicable code for the province, if located outside of the United States) for the vendor in the State/Province field. If the state abbreviation or province code is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the state abbreviations and province codes for the specified country (as entered in the Country field, or United States if the Country field is blank) appear by default when searching, but the filters can be changed if needed in order to view other state or province codes.
Enter the zip code for the vendor in the Zip Code field. The zip code can be alphanumeric and up to 15 characters long. The system will automatically add the dash in the zip code if 9 digits are entered, using the format of ##### - ####.
Enter the applicable 2-digit code of the country where the vendor is located in the Country field, or click the down-arrow button to select the correct one. If the State/Province field is completed, the corresponding country code will appear by default in this field and can only be changed by first deleting the state or province (or specifying a different state or province).
Enter the phone number(s) for the vendor in the Phone Number 1 and Phone Number 2 fields. Each phone number can be up to 30 digits long. The system will automatically add the dashes for the phone numbers (if entered with numbers only) using the following formats: 1) ### - #### if 7 digits are entered; 2) ### - #### x ## if 8 or 9 digits are entered; 3) ### - ### - #### if 10 digits are entered; or 4) ### - ### - #### x ## if 11 or more digits are entered.
Enter the fax number for the vendor in the Fax Number field. The fax number can be up to 30 digits long. The system will automatically add the dashes for the fax number (if entered with numbers only) using the same formats as for the phone numbers.
If desired, enter the address for the vendor’s website in the Internet Address field. The website address can be up to 50 characters long.
Note: If your computer is connected to the Internet, click the Go To button located to the right of this field to launch the Internet browser and display the specified website.
If the vendor is a company, enter the name of the person or department who should be contacted with any questions in the Contact Person field. The name can be alphanumeric and up to 30 characters long.
If desired, enter the email address(es) for the vendor in the Email Addresses section.
Enter the business email address for the vendor in the Business Email Address field. Enter a home or personal email address for the vendor in the Personal Email Address field. Enter another email address for the vendor, such as an email address for emailing purchase orders (if different from the Business Email Address), in the Other Email Address field. The email addresses can be up to 50 characters long and must follow the proper format of "username@example.com".
Specify the uses for each email address by selecting the appropriate usage fields (Direct Deposit, Tax Forms, and/or Other Communication fields). If the vendor will be set up for direct deposit and the direct deposit stub should be emailed to the vendor using the particular email address during an Accounts Payable check cycle (when the Email Direct Deposit Stubs option is completed), select the Direct Deposit field. If the vendor will be issued a 1099 form and the 1099 form should be emailed to the vendor using the particular email address, select the Tax Forms field. If the vendor will be issued purchase orders and copies of the purchase orders should be emailed to the vendor using the particular email address (when the Email Purchase Orders option is completed), select the Other Communication field. A checkmark will appear in the box if the field is selected.
Click the Save button.
Click the Miscellaneous tab.
If applicable, complete the Tax Information section for the vendor as follows:
If a federal ID number will be entered for the vendor (because the vendor is a 1099 vendor), enter the correct type of number that will be entered in the Federal ID Type field, or click the down-arrow button to select the correct one. The available types are: Adoption Taxpayer Identification Number, Employer Identification Number, Individual Taxpayer Identification Number, or Social Security Number.
If the Federal ID Type field is completed, the Federal ID field is enabled. Enter the federal ID number of the vendor in the Federal ID field. The number can be up to 9 digits long (plus up to 2 dashes if needed). The system will automatically add the dashes for the federal ID number using the following formats: 1) ## - ####### if the type is Employer Identification Number; or 2) ### - ## - #### if the type is Adoption Taxpayer Identification Number, Individual Taxpayer Identification Number, or Social Security Number.
Tip: If the federal ID number is not known at this time, leave the Federal ID Type and Federal ID fields blank, and then make sure to complete the fields before generating a 1099 form for the vendor at the end of the calendar year.
If applicable, enter the box number for where to post the year-end totals on the 1099 for the vendor in the Federal Form Box ID field, or click the down-arrow button to select the correct one. If the Accumulate 1099 Amount field is selected, the default of Box 7 will appear, but can be changed.
If needed, enter the additional business name to print on the 1099 form for the vendor in the Additional Recipient Name field. The name can be alphanumeric and up to 40 characters long.
If the Additional Recipient Name field is completed, the Print Location field is enabled. In the Print Location field, enter the desired location (Line 1 or Line 2 (DBA)) to specify whether to print the additional name as the first or second line on the 1099, or click the down-arrow button to select the correct one.
If the vendor is a 1099 vendor, select the Accumulate 1099 Amount field to have the system automatically track the 1099 amounts when entering invoices for the vendor. A checkmark will appear in the box if the field is selected.
Note: Only select this field if a 1099 form should be generated for the vendor.
If the vendor is an organization that is exempt from tax, select the Tax Exempt field. A checkmark will appear in the box if the field is selected.
If desired, enter the date a W9 form was sent to the vendor in the W9 Sent Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
If desired, enter the date a W9 form was received from the vendor in the W9 Received Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
If desired, enter the state sales tax permit number for the vendor in the Sales Tax ID field. The number can be alphanumeric and up to 30 characters long. If an ID number is entered here, it will display below the vendor’s address when entering invoices, purchase orders, and requisitions.
Complete the Miscellaneous Information section for the vendor as follows:
Enter a generic description of what is most frequently purchased from the vendor in the Vendor Description field. The description can be alphanumeric and up to 40 characters long. The description entered here can be pulled into descriptions used on invoices, purchase orders, requisitions, and board reports (including newspaper vendor reports).
Leave the Last Check Date field blank when entering the new vendor, as the system will automatically update this field with the last date the vendor was paid once a check has been issued to this vendor. If a date is in this field, it will display below the vendor’s address when entering invoices, purchase orders, and requisitions.
If desired, enter the account number or ID for your school district for this vendor in the Customer ID field. The number can be alphanumeric and up to 30 characters long. If a number is entered, it will display below the vendor’s address when entering invoices, purchase orders, and requisitions, and will print on the check stub if defined to print within the Check Setup - Vendors option.
Enter any additional information to track for the vendor in the Comments field, if desired. The comment can be alphanumeric and up to 1,000 characters long. If a comment is entered, it will display below the vendor’s address when entering invoices, purchase orders, and requisitions.
All the custom fields defined in Accounts Payable appear in the Custom Fields List. If applicable, enter the information (up to 50 characters) for the vendor in each text field.
If desired, enter the account number(s) to use as the default when entering in invoices, purchase orders, and requisitions for this vendor in the Expense Accounts List. To do this, in the blank line (indicated with an asterisk) at the bottom of the Expense Accounts List, enter the account number in the Chart of Account Number field. If the account number is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: When entering invoices, purchase orders, and requisitions, one line item (entry) will appear in the Detail Information section of the invoice, purchase order, or requisition for each different account number entered here.
All the vendor groups defined in the system appear in the Vendor Groups List. To include the vendor in one or more of the existing vendor groups, click the box for the Selected column to the left of each desired Vendor Group ID. A checkmark will appear in the box if the vendor group is selected.
Note: For Iowa school districts only, to have this vendor included on the Targeted Small Business Report, assign the vendor to the appropriate vendor group defined for targeted vendors.
Click the Save button.
Click the Direct Deposit tab.
Select the Automatic Payment field to stipulate the payment to the vendor will automatically be deducted from your checking account, rather than being paid by a check or through direct deposit. A checkmark will appear in the box if the field is selected.
Select the Direct Deposit field to stipulate the payment to the vendor will be made through direct deposit. A checkmark will appear in the box if the field is selected. Then complete the additional direct deposit information fields as follows:
Enter the account number of the checking or savings account for the vendor for where the payment will be deposited in the Account Number field. The account number can be up to 17 digits long.
Enter the correct 2-digit standard transaction number in the Direct Deposit Transaction Code field, or click the down-arrow button to select the correct one. The most commonly used codes are 22 for a checking account deposit and 32 for a savings account deposit.
Enter the ID of the direct deposit bank used by the vendor in the Direct Deposit Bank ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the appropriate code to identify the entry class for the direct deposit payment in the Standard Entry Class Code field, or click the down-arrow button to select the correct one. Typically, PPD for Prearranged Payment and Deposit Entry is used if the direct deposit payment will be made to an account for a person, and CCD for Corporate Credit or Debit is used if the payment will be made to an account for a business. If unsure, verify with the vendor (or your bank) to determine what class code should be used.
If required by the vendor, enter the additional information regarding the transaction in the Addenda field. The addenda information can be alphanumeric and up to 80 characters long. Use an asterisk (*) as the delimiter between data elements within the addenda information, and use a backslash (\) at the end of the addenda information as the terminator.
Note: The reserved words available within the School Accounting System to be used within the addenda information in Accounts Payable are: *INVOICE to include the invoice number in the addenda; *AMOUNT to include the amount; *AMTDEC to include the amount using a decimal point; *CHECKDATE to include the date of the check formatted in six digits as yymmdd; and *EOM6 to include the end of month date (as based on the check date) formatted in six digits as yymmdd. For example, enter the addenda as *INVOICE*AMOUNT\ to have the invoice number and amount included in the addenda record created with the direct deposit transaction (entry).
Tip: The School Accounting System creates a maximum of one addenda record per direct deposit transaction (entry). If multiple addenda records are needed for a vendor (for example, addenda records listing each invoice being paid to the vendor), use multiple check sequences on the invoices to create multiple direct deposit entries each with its own addenda record.
Click the Save button to save the new vendor.