Note: A user must be defined (within the School Accounting System) to have rights to edit vendors or the ability to add vendors will not be available in Web Link.
From the data entry screen for purchase orders or requisitions, click the Search button for the Vendor ID field and then click the Add New button.
At the Vendors screen, click the General tab to complete the general 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 stating the record is not an active vendor and to contact the Business Office in order for it to be changed; click OK.
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.
Enter a generic description of what the vendor is used for 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 do so.
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.
Click the Addresses tab to complete the Primary Address and the Purchase Order Address for the vendor.
Note: The Primary Address is printed on the checks issued to the vendor, and the Purchase Order Address is included on purchase orders and requisitions for the vendor. If the information for both 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 Address. The Same as Primary Address field on the Purchase Order Address 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 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.
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 2-digit state abbreviation (or applicable 2- or 3-digit code for the province, if located outside of the United States) for the vendor in the State field.
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 ##### - ####, after advancing from the field.
Enter the applicable country code (US, CA, or MX) where the vendor is located in the Country field. If the State field is completed, the corresponding country code will appear by default in this field, but can be changed if needed.
Enter up to three phone numbers (including a fax number, if applicable) for the vendor in the Primary Phone Number, Secondary Phone Number, and Other Phone Number fields. Then enter the appropriate type (Business, Cell, Fax, Home, or Other) in the Phone Type field for each phone number entered, or click the down-arrow button to select the correct one. 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.
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.
Click the Save button to save the new vendor.
Tip: If the user adding the vendor is tied to one or more vendor groups (in the User Security option in the School Accounting System), the new vendor will automatically be added to the vendor groups assigned to the user.