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Before a vendor can be assigned to a requisition, purchase order, or accounts payable invoice, you must add that vendor’s record to the Vendor Master Information table. A Vendor’s record can be added at entry of the requisition, purchase order or invoice as long as your security permissions are set to allow you to do so.
A Vendor’s name, address, phone number, contact, and 1099M information is stored.
Menu Path: Financial Mngmnt / Vendor Master
On the Vendor Master Information screen, click the Add button. The Individual or Organization screen opens.
Select Individual or Organization depending upon the type of vendor you are adding.
Use Individual if the vendor is a person.
Use Organization if the vendor is a business (not a person).
The selection made here determines the fields that display on the next screen.
Click the OK button. The Name Maintenance screen opens.
If you select Individual on the Individual or Organization screen:
Enter the Individual's information as appropriate.
If the Name already exists in the Name table, you are prompted by the Option to Select an Existing Name screen letting you know that another name exists with the same Name Key and whether you want to display the list of other Names.
Click the Yes button.
NOTE: It is important that you view this list as the individual or organization may already exist in the Name table and you can use that information for the Vendor. This prevents duplication within the system and speeds up data entry as you will not have to add the address, etc to the Vendor, as it comes from the existing Name Key record.
The Name Key is created by the system. For an Individual it is the first 5 characters of the Last Name and the first 3 characters of the First Name plus a three digit numeric suffix.
Complete any remaining information on the Name Maintenance screen as needed.
If you select Organization on the Individual or Organization screen:
Enter the Organization’s information as appropriate.
If the Name already exists in the Name table, you will be prompted by the Option to Select an Existing Name screen letting you know that another name exists with the same Name Key and whether you want to display the list of other Names.
Click the Yes button.
NOTE: It is important that you view this list as the individual or organization may already exist in the Name table and you can use that information for the Vendor. This prevents duplication within the system and speeds up data entry as you will not have to add the address, etc to the Vendor, as it comes from the existing Name Key record.
The Name Key is created by the system. For an Organization it is the first eight characters of the Vendor’s Name (including spaces) plus a three digit numeric suffix.
Complete any remaining information on the Name Maintenance screen as needed.
Click the OK button when entry on the Name Maintenance screen is complete.
Return to the Vendor Master Information screen on the 6Ord Frm tab. By default, new vendors are assigned as Remit To/Order From vendors.
If there are other addresses to be associated with the Remit To/Order From vendor’s address, add a new Order From address by clicking the Add button in the Order From frame.
Repeat steps 2 through 4.
Click the 7 Setup tab. Review the Accrual Account Information. If 1099-M information is needed for the vendor or if changes are needed:
Click the Edit button. The Edit Vendor Setup Information screen opens.
If necessary, change the Accrual summary account this vendor uses in accounts payable processing. The default Accrual account is the default account identified with an "*" in the Summary Accounts Code table. See WESPaC Financial Management Setup Codes - Summary Accounts User’s Guide for more information.
Use the Down arrow key to display a list of Accrual Summary Accounts. Select from the list that displays.
In the Accrual EEL begin typing the Accrual code. Select from the list that displays.
Click the Accrual button. The Summary Account List screen opens:
From the Summary Accounts list, highlight the Code you want to use.
Click the Select button. The Accrual Account value displays in the Account field.
As necessary, enter the vendor’s Tax Identification Number (TIN).
For an Organization enter their Employer Identification Number (EIN).
For an Individual enter their Social Security Number.
As necessary, using the 1099-M Recipient Box drop down list, select the format for printing the vendor’s name on the 1099-M form. With either format the vendor’s address always prints.
Select 1 = Print name only: Only the vendor’s name is printed on the form.
Select 2 = Print A/P contact (line 1) and name (line 2): The contact will be printed on line 1 of the form and the name will be entered on line 2 of the form.
As necessary, using the 1099-M Default Type drop down list, select the 1099-M type. These correspond to the boxes on the 1099-M form.
RENT = Rent (box 1)
ROYAL = Royalties (box 2)
OTHER = Other income (box 3)
FEDTX = Federal income tax withheld (box 4)
FISH = Fishing boat proceeds (box 5)
MEDIC = Medical & health care payments (box 6)
NONEM = Non-employee compensation (box 7)
SUBPA = Substitute payments (box 8)
CROP = Crop insurance (box 10)
EGP = Excess golden parachute payments (box 13)
ATTOR = Gross proceeds paid to attorney (box 14)
Optionally, enter the A/P Contact. This contact prints on checks.
Optionally, enter the vendor’s Type and Sub Type fields. These fields allow you to group vendors using a code. These are free-form fields and are not table driven. They are user defined. They are used for sorting and selection on reports. It is important that there be a consistent code format used.
For example, use Type A for all art dealers and Sub Type L for all local dealers. These codes can then be used when viewing or reporting vendors to gather information on specific groups of vendors. Consistency is important in this example. If you used ART on one vendor and A on another, meaning art dealers, they will not be grouped together in sorting and selection on a report.
Optionally, enter the vendor’s Account Number. This is your account number that this vendor has assigned to your account with them.
Click the OK button.
Version 01.06.00.0 – 010225 PL 12/3/03