Create a Vendor Record

A Vendor record must exist before you can enter any administrative Vouchers for the entity. The Vendor record is an extension of the Profile record (which must be created before you can create the Vendor record).

You can create both the Profile and Vendor record in the Accounts Payable module. The Profile 1, Profile 2, and Salutations tabs are available from either module. However, we recommend that you enter the Profile record in the Profile Management module and then enter the Vendor record in the Accounts Payable module. There are Profile-related fields in the Profile Management module that are not available in any other modules (for example, Notes and Fund Associations).

Note: This procedure does not cover every field that is available for Vendor entry. Refer to the Vendor Tab for more information about all of the available fields.

1. In the Accounts Payable module, click the Vendor super tab. The Vendor Data Grid opens.

2. Use the Vendor Data Grid to verify that the Vendor record does not already exist. FIMS will not allow you to save duplicate Vendor records.

Note: Refer to Checking for an Existing Vendor Record for more information.

3. Click the New Vendor button on the toolbar. The Vendor tab opens for creating a new record.
Vendor Tab

4. Enter the Profile ID Code for the individual or organization that you want to create a Vendor record for.

5. (Optional) Enter the Vendor Class code that you want to use to define the default General Ledger cash and payable accounts to use for Vouchers for this Vendor.

Note: Refer to Maintaining Vendor Class Codes for more information about this code.

6. (Optional) If the Vendor offers payment terms, enter the Terms code. The Due Date for any Vouchers for this Vendor will automatically be adjusted based on the Invoice Date and the Terms code.

7. In the Expense Acct. field, enter the General Ledger account key for the default expense account for paying this Vendor. If you are not sure of the full account key, click the Lookup button (looks like a magnifying glass) next to this field to select the desired account from a data grid.

8. Select the Vendor checkbox for administrative Vendors and the Grantee checkbox for Grantees.

Note: It is possible to be both a Vendor and a Grantee.

9. If the Vendor requires a 1099 form, select the 1099 checkbox.

10. Click the Save button on the toolbar to complete the basic Vendor entry.

Note: NOTE: Although the ID Code is the only field that FIMS requires in order to save the Vendor record, your organization may require other fields. You should generally enter as much information as possible about each Vendor.

Miscellaneous Vendors

It may be helpful to create a generic Vendor record that you can use to record miscellaneous payments (for example, a check to pay for flowers or an office lunch).

To do this, create a Profile record called Miscellaneous Vendor and enter Misc Vendor in the Sort field. You can leave most of the remaining fields on the Profile record blank.

Create a Vendor record for the Miscellaneous Vendor and attribute your miscellaneous Vouchers to that Vendor.

You can enter the actual payee name and address information on a Voucher-by-Voucher basis. This information will be kept in payment history, but you will not have to create a separate Profile and Vendor record every time you have to make a miscellaneous payment.

Automatic Affiliations for Vendors

Whether you enter a Profile and Vendor record in Accounts Payable or in the Profile Management module, an Affiliation Code called Vendor will automatically be assigned to the Profile. This affiliation means that the Profile is a potential Vendor (even if no Vouchers have been entered or paid for them).