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This page is currently being edited by {{ model.editingBy }}.SmartFusion Modules > Accounting > Accounts Payable > Vendors > Enter/Edit Vendors
Recent Changes:
6.229
- Added an active column to the Applicable Taxes tab.
6.216 - For Procurify Only - Updated logic for API calls to show a message if any errors are encountered when syncing to Procurify
6.212 (Supplemental Release) - For Procurify Only - Added API call before syncing to Procurify to check if the Vendor already exists.
6.209 - Added "Trust/Estate" option in business type on Page 2.
6.202
-Added a new tab for 1099 address with normal address fields on the enter edit vendor screen.
-Added 1099 address to copy function when an address is changed on the enter edit vendor screen.
6.199
- Added a new email address for use with POs, Email address for PO, to page 1
- Changed the name of the existing email address to Eamil address for AP to page 1
6.193 - New feature has been added to sync vendors to Procurify.
6.177 - Added "S Corporation" and "LLC partnership" options in business type on Page 2
6.155 - Added "Terms of payment" selection on Page 2
Refer to bottom of page for changes prior to version 6.150Summary
Provides the functionality to maintain the vendor master file (add, edit, etc).
There are two settings in the user security screen that will determine if vendors may be added or edited by the user.
- "Can't edit vendor master" - Users may add and edit new vendors, but may only inquire about existing vendors. All fields will be disabled for editing.
- "Can't add vendor in vendor master" - The add button will be disabled, but users will be able to edit existing vendors.
Page 1 | Page 2 | Notes | E-Payment Setup | Documents
Related modules and processes
Vendors are shared with Purchasing, Inventory, and Fixed Assets.
The Enter/Edit Vendor Master can also be accessed from the Parameters menu in the Fixed Assets module. This should be taken in consideration when user security is being defined for users.
Vendors may also be automatically added from the Employee Master or Personnel Master by clicking a button called “Update Vendor Master” from the Demographics tab. This can be used if you have individuals in payroll who also need to be paid in Accounts Payable as 1099 vendors. Set the 1099 vendor flag on these individuals once they have been updated to the vendor master.
If the vendor’s address is changed in Payroll or Personnel, click the “Update Vendor Master” button again to push the new address change to the vendor master.
Page1
The bulk of the Vendor fields are contained on this tab. See the Enter/Edit Vendors Page1 wiki page for more information.
Page2
Identifier code and Minority business - do not drive any logic or functionality in the Accounts Payable system. They simply provide additional information that can be used to further classify vendors.
AP Hold and PO Hold - If there is a dispute with a vendor, you can use the AP Hold and the PO Hold checkboxes to prevent a voucher or purchase order from being entered for this vendor. The vendors will still be displayed in the drop-down boxes in Enter/Edit Vouchers and Enter/Edit Purchase Requisitions but a message will alert the user that the vendor is on hold.
Category - Does not drive any logic or functionality in the Accounts Payable system. They simply provide additional information that can be used to further classify vendors. The vendor category field is a parameter that can be user-defined using the Vendor Category option located under the Parameters menu. An example of how vendor category can be used is by grouping all of the vendors by the type of vendor they are such as Office (Office Max, Office Depot, Staples, Quill), Books (Books a Million, Book Worm), or Utilities (Bellsouth, Duke Power, Verizon Wireless, Alltel).
E-Verify exempt
Default Account - If the majority of vouchers(invoices) and purchase orders to this vendor are charged to the same account, you can enter that account here as the Default Account. When a purchase order or voucher for the vendor is entered, the system automatically picks up the account number that is entered here and saves data entry time. This account is used only as the default and can be easily changed at the time of purchase order and voucher entry.
Trade Discount and Preferred Freight - The Trade Discount and Preferred Freight entries are used as defaults in the Purchasing module.
Contract Number - The Contract number field can be used if the vendor has a contract number associated with them. This number is for information purposes only and will not print on checks or reports.
PO Note
Additional note fields - Four additional untitled Notes have been provided to enter additional information about the vendor. These fields hold approximately 50 characters. Go to the AP system file to enter your choice of titles for each of these note fields.
Vendor Note - The Vendor Note box can be used to enter and store unlimited information about the vendor. Right-click in the field and click on ‘Zoom’ to expand the field.
Business Type
E-Verify Number - Used in conjunction with the E-Verify Contractor Report Export located at Reports > E-Verify Contractor Report Export
E-Verify Date - Used in conjunction with the E-Verify Contractor Report Export located at Reports > E-Verify Contractor Report Export
Payment vendor
Terms of payment
Applicable Taxes
Tax - User-defined in the Tax Type parameter file. The County is linked to the tax type in the Tax Type parameter file. Refer to Sales Tax Feature for setup information.
County
Def Amount - This is the default amount and is read in from the Tax Type Parameter. This value can be flagged as a percentage.
Is Percent - This is read from tax type parameter
Account Match - Account Match is read in from the Tax Type parameter but can be overwritten if needed.
Active - The Active flag can be set on the vendor as a default that will be read in at the time a voucher is keyed.
Notes
Notes page that allows users to input a note and mark it as a warning if need be. Warning notes are brought to the attention of the user when selecting vendor via a "view notes". These notes will automatically pop up for users if the system setting to require users to view warnings is enabled.
E-Payment Setup
Documents
Milner ImageDirector
Procurify
Procurify for Enter/Edit Vendors
Changes Prior to Version 6.150
6.144 - For clients that have Milner Image Director license, the Image Director tab will now show after successfully saving a new record
6.142 - Fixed an issue where, if the system was automatically assigning vendor numbers, the vendor number wouldn't get assigned.
6.141 - Fixed issue where a user would try to save multiple blank vendor categories but no error message would be displayed and the screen could lock up if they tried to delete one of the newly added blank records
6.120 - New functionality added to the Accounts Payable > Vendors > Enter/Edit Vendors screen:
- If "Can't edit vendor master" is checked for the current user, all fields will be disabled. Users will still be able to add/edit a new record, but upon changing records, the fields will be disabled again.
- If "Can't add vendor in vendor master" is selected, the add button will be disabled.
- If "Can access E-Payment Setup tab in vendor master" is checked for the current user, the E-Payment Setup tab will not be visible.
- If "Mask bank account in vendor master" is checked for the current user, the bank account for ACH and Wells Fargo will be masked with "*"s on the E-Payment Setup tab in Enter/Edit Vendors.
6.111 - Removed the ability to delete Vendors with a non-zero Prior 1099 balance.
6.99 - Added Milner input tab
6.88 - Updated the status column to show "VOID" on the voucher inquiry, and removed the "voided" column for the same screen.
6.86 - added a "notes" tab where users can put notes. Warning notes will create a view notes button which will display them on click and will automatically pop up if the system setting to require users to view warnings is enabled.
6.82 - Added the ability to launch Enter/Edit Voucher from the Voucher Inquiry.
6.78 - Added a Commodity Code drop down to assign to vendors.
- Added a "Voided" column to the voucher inquiry form. If the voucher is voided it will display "Yes" if not, it will display "No".
6.73 - Added the "Collecting Paymode-X Account ID" box to the E-Payment Setup tab
6.72 - Added Paymode-X criteria to E-Payment Setup tab
6.64 - Added option on page two to either assign a payment vendor or view vendors assigned to the payment vendor
6.41 - Added Foreign Transferor
6.28 - Added Voucher Inquiry to form
6.06 - Reduced number of fields on E-Payment Setup tab