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    Vendor Tab (Accounts Payable)
    • 29 Apr 2024
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    Vendor Tab (Accounts Payable)

    • Updated on 29 Apr 2024
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    Vendor Tab (Accounts Payable)

    The Vendor tab contains information about each Vendor that the organization does business with, including the type of Vendor (for example, whether the Vendor is a non-profit agency, whether it requires a 1099 form, or whether it is a Grantee), along with codes and settings that help you with the Voucher entry process (for example, the default expense account used to pay the Vendor, and the Vendor’s terms for payment).

    Note: The Vendor must have an existing Profile record in order to create the Vendor record.

    Note: Vendor records are contained in the same database table as Grantee records, and Grantee records appear on the Vendor Data Grid. However, there are significant differences between Vendor and Grantee records. Make sure that you enter Grantee records from the Grantee and Grant Management module (or the Profile Management module) rather than the Accounts Payable module.

    Vendor Tab

    Vendor Tab: General Entry Fields

    Field

    Description

    ID Code

    		Required

    Profile ID code for the Profile record that the Vendor record is related to.

    You can either enter the ID code directly or click the Lookup button (looks like a magnifying glass) next to this field and select the desired Profile record from the data grid.

    Note: Once you save the Vendor record, this field becomes read-only.

    Class

    User-defined code that contains the default General Ledger cash and payable accounts that will be used for any Voucher entered for this Vendor.

    Note: The selected accounts can be changed on specific Vouchers.

    Terms

    User-defined code that determines the payment terms for the Vendor.

    If a Vendor offers terms, the discount can be set up and taken automatically. This code can also be used to create a default Due Date for Vouchers for a specific Vendor.

    Expense Account

    The General Ledger account that you want to use as the default expense account on Vouchers for the Vendor.

    Note: You cannot enter an account in this field until the General Ledger is built.

    Memo

    Alphanumeric text field that you can use to print information in the Memo section of checks.

    NOTE: Custom modification of the Check Printing utility is required if you want to use this field. Contact FIMS Support for more information.

    Tax ID

    Text-entry field that you can use to enter the tax ID number of the Vendor.

    Note: If the vendor requires a 1099, make sure to enter their Tax ID so it can be used for printing 1099 forms at the end of the year.

    1099 Adjustment

    The dollar amount that you want to add to the 1099 amount that FIMS maintains for this Vendor (for example, the amount of any payments made before FIMS was implemented).

    Note: This field is generally used only when you begin to use the Accounts Payable module in the middle of a tax year.

    Vendor

    Checkbox that indicates whether the agency is an administrative Vendor.

    Select this checkbox if the agency is an administrative Vendor, and clear the checkbox if it is not.

    Note: This checkbox is selected by default when you create a Vendor record from the Accounts Payable module. This checkbox is cleared by default for Grantee records that were created in the Grantee and Grant Management module.

    Grantee

    Checkbox that indicates whether the Vendor is a Grantee.

    Select this checkbox if the agency is a Grantee, and clear the checkbox if it is not.

    Note: This checkbox is selected by default for Grantee records that were created in the Grantee and Grant Management module. This checkbox is cleared by default for Vendor records that were created in the Accounts Payable module.

    Note: Only agencies with this checkbox selected will appear in the Grantee Data Grid in the Grantee and Grant Management module. This code is also used to eliminate administrative Vendors from Grantee reports.

    Note: It is possible for an agency to be both an Administrative Vendor and a Grantee.

    1099

    Checkbox that indicates whether the Vendor should receive a 1099 form at the end of the year.

    Select this checkbox if the Vendor will receive a 1099 form, and clear it if they will not.

    Note: You should select this checkbox if payments to the Vendor will ever be recorded as 1099 payments. When this checkbox is selected, a Default 1099 Box menu will be displayed allowing you to select a default for all vouchers. When you enter a Voucher for this Vendor, the 1099 Invoice checkbox on the Item tab will be selected by default. The Voucher payment will then increase the 1099 amount.

    Note: IMPORTANT: Selecting the 1099 Invoice checkbox on the Item tab will only cause the payment to be recorded as a 1099 payment if the 1099 checkbox is selected on the Vendor record.

    Default 1099 Box

    The Default 1099 Box drop-down allows for each line of a voucher to be associated with a different box type on the 1099-MISC (or no 1099 box at all). If set to a non-zero value, this default value will flow to the line items of a new voucher when created in addition to the voucher having the 1099 box checked. You will have an opportunity to change the box value once the voucher line items are created.  Value of 0 indicates no default.

    This allows you to have a voucher that is partially an expense reimbursement and partly a 1099 reportable item.

    Please note that line items must have a unique Expense Account and Box 1099 number.  The system will not support processing of multiple Expense Account with different Box 1099 selections.

    Non Profit

    Checkbox that indicates whether the Vendor is a non-profit organization.

    Select this checkbox if the Vendor is a non-profit organization, and clear the checkbox if it is not a non-profit.

    Individual Checks

    Checkbox that indicates whether each payment to the Vendor will be made with an individual check.

    Select this checkbox to generate individual checks, and clear the checkbox if you want to combine payments into a single check when checks are printed.

    This checkbox is cleared by default.

    Voucher Recall

    Checkbox that indicates whether a list of historic Vouchers should be offered when the Vendor is selected during Voucher entry. You can use this list to recall an historic Voucher to apply to the new Voucher. The line items from the historic Voucher will be duplicated in the new Voucher, but the Invoice Number will not be copied and the Invoice Date will be the current date.

    Voucher Recall is helpful when you have to create Vouchers for recurring payments or when Vouchers for a Vendor typically require multiple line items (for example, payroll or departmental expenses).

    Vendor Tab: Comments Field

    Click the Comments radio button at the bottom half of the Vendor tab to access this field.

    The Comments field is a free-form text field that is intended for a comment or phrase to describe the Vendor.

    Comments Field

    Vendor Tab: Payee Fields

    Click the Payee radio button on the bottom half of the Vendor tab to access these fields.

    Payee Fields

    Field

    Description

    Primary Payee Contact

    The Profile ID code of the default payee contact for any Vouchers sent to the Vendor.

    Use ACH Account

    If you plan to make payments to the vendor using Automatic Clearing House (ACH) transfers, this option once selected allows you to select an account from the ACH Account drop down.

    Once you have, you can select the account you want to transfer payments to. You can also click ACH Accounts button to open the list of accounts for the Vendor.

    Click here for information on adding and editing ACH accounts on Vendor records.

     

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