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It is sometimes necessary to change a vendor’s information. The vendor’s name and address information, phone number, and other information can be changed.
It may be necessary to select different tabs depending upon what information you need to change.
Historical information for the vendor reflects the name change if the vendor’s name or name key changes.
Menu Path: Financial Mngmnt / Vendor Master
Editing the Vendor’s Name & Address Information
To change the Vendor’s name, Name Key, Address, or phone number, etc. take the following steps:
On the Vendor Master Information screen, click on the 1 Search tab.
From the Vendor Search List, highlight the Vendor Key you want to change.
NOTE: To find a vendor, without having to scroll through the list, begin typing the vendor’s name into the Name Key. As you type a list of vendor’s whose name key closely matches displays.
Click the Edit button. The Name Maintenance screen opens.
On this screen you can change the vendor’s Name, Contact, Name Key (if necessary), Phone and Fax information:
In the Address Extended Information frame, change the address information as needed.
You can change the vendor’s format (Individual or Organization) by clicking the Chg Format button. If the vendor’s current format is an Organization, you can change it to an individual. If the vendor’s current format is an Individual, you can change it to an organization.
You can view, add, change, or delete address history. Address history includes any vendors or others that have resided at the address.
Address history is automatically updated as addresses are changed. However, in the event you need to manually adjust address history, follow the steps below to add, change, or delete historical records.
On the Name Maintenance screen, click the Address Hist button. The Address History Browse screen opens.
Click the Add button to add a new record.
To change an existing Address History record:
From the Address History list, highlight the address you want to change.
Click the Edit button.
In Edit mode, you cannot update the address. You can only change the Move In Date and Move Out Date.
To delete an existing Address History record:
From the Address History list, highlight the address you want to delete.
Click the Delete button.
The Delete Confirmation screen opens asking if you are sure you want to delete the address history record.
Click the Yes button.
When changes are complete, click the Close button.
WARNING: Use caution when editing or deleting Address History. This information is also used in the Human Resources and Student Management systems. What you change or delete may affect information in both systems.
If the vendor has a different mailing address you want checks to be mailed to, you can add that address to the vendor’s record.
Click the Mail Addr button. The Mailing Address Entry screen opens.
Enter the new address information as needed.
Click the OK button.
Click the OK button when changes on the Name Maintenance screen are complete.
Editing the Order From Information
When necessary, it is possible to change or add a new Order From (blue text) address for a vendor.
Menu Path: Financial Mngmnt / Vendor Master
On the Vendor Master Information screen, click on the 1 Search tab.
From the Vendor Search List, highlight the Vendor key for which you want to add or change Order From information.
Click the 6 Ord Frm or 6 Remit2 tab.
The Order From Information for This Remit To Vendor list opens.
NOTE: The tab name changes based upon the vendor’s type (Remit To/Order From or Order From).
To add a new Order From address, click the Add button in the Order From frame.
The Order From Vendor Information screen opens indicating that the process attaches an Order From address to the Remit To vendor. It does not create a new vendor.
Click the OK 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 five characters of the Last Name and the first three characters of the First Name plus a three digit numeric suffix.
Complete any remaining information on the Name Maintenance screen as needed.
Click the OK button to return to the Vendor Master Information 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 to return to the Vendor Master Information screen.
Edit an Existing Order From Address
On the Vendor Master Information screen, click on the 1 Search tab.
From the Vendor Search List, highlight the Order From (blue text) Vendor key.
Click the 6 Remit2 tab.
NOTE: The tab name changes based upon the vendor’s type (Remit To/Order From or Order From).
The Remit To information for this Order From vendor screen opens.
Click the Edit button. The Name Maintenance screen opens.
Edit the vendor’s information as necessary.
Click the OK button.
NOTE: When you have selected an Order From vendor, it is possible to "Jump" to the associated Remit To vendor by using the Jump button.
On the 6 Order Frm tab, it is possible to change an Order From only vendor (blue text) to a Remit To/Order From vendor (black text).
Transferring replaces the current Remit To/Order From vendor with the selected Order From vendor.
The process WILL NOT replace the vendor on purchase orders, invoices, checks, etc. It will not replace the vendor on any history records. All current purchase orders, invoices, checks, etc. will not be changed.
Menu Path: Financial Mngmnt / Vendor Master
On the Vendor Master Information screen, click on the 1 Search tab.
From the Vendor Search List, highlight the Remit To/Order From (black text) Vendor key.
Click on the 6 Ord Frm tab.
From the Order From information for this Remit To Vendor list, highlight the Remit To (blue text) Vendor Key you want to become the Remit To/Order From (black text) vendor.
In the Transfer frame, click the Remit 2 button.
A Question screen opens telling you that the process will change the current Remit To vendor to an Order From vendor and that it cannot be used on future invoices. It takes the selected Order From vendor and makes it the Remit To vendor.
Click the Yes button.
The Transfer – Remit To vendor screen opens indicating that the transfer process is complete.
Click the OK button.
Excluding/Allowing Requisition Use
It is possible to prevent a vendor from being used on requisitions. To do this you can Exclude the vendor from requisition use.
Menu Path: Financial Mngmnt / Vendor Master
On the Vendor Master Information screen, click on the 1 Search tab.
From the Vendor Search List, highlight the Remit To/Order From (black text) Vendor key.
Click on the 6 Ord Frm tab.
From the Order From information for this Remit To Vendor list, highlight the Vendor Key you want to exclude from requisition use.
In the Requisitions frame, click the Exclude button.
The Req column in the Order From information for this Remit To Vendor now displays as No. This indicates that the vendor cannot be used on requisitions. It can be used on purchase orders.
You can also change a vendor that has been excluded from requisition use so that it can be used again:
On the Vendor Master Information screen, click on the 1 Search tab.
From the Vendor Search List, highlight the Remit To/Order From (black text) Vendor key.
Click on the 6 Ord Frm tab.
From the Order From information for this Remit To Vendor list, highlight the Vendor Key that is excluded from requisition use (identified by "No" in the Req column).
In the Requisitions frame, click the Allow button.
You can edit the vendor’s setup information. This includes the Accounts Payable accrual account, 1099-M, and the vendor’s contact information.
Menu Path: Financial Mngmnt / Vendor Master
On the Vendor Master Information screen, click on the 1 Search tab.
From the Vendor Search List, highlight the Remit To/Order From (black text) Vendor key. Order From vendor types do not have Setup information.
Click on the 7 Setup tab.
Click the Edit button on the Vendor Setup Information screen. The Edit vendor setup information screen opens.
As necessary, review the Accrual Account Information, if 1099-M information is needed, A/P Contact information, etc.
To change the Accrual summary account to use for this vendor’s accounts payable processing.
NOTE: The default Accrual account is the default account identified with an "*" in the Summary Accounts Code table. See WESPaC Financial Management Setup Codes - User’s Guide for more information.
From the Accrual EEL, 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.
To change or add 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 or change 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 or change the 1099-M type. These correspond to the 1099-M boxes on the 1099-M form. Your options are:
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 information appears on checks.
Optionally, enter the vendor’s Type and Sub Type fields. These fields allow you to group vendors using a code.
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.
Optionally, enter the vendor’s Account Number. This is the district’s account number that the vendor has assigned to your account with them.
Click the OK button.
Vendor Catalog Setup (8 Catlg)
The 8 Catlg tab allows you to create vendor’s catalog for use on requisitions and purchase orders. Information is created manually or via import.
NOTE: This import function must be run by a systems analyst at WSIPC.
Vendor catalog information is only available for use on requisitions and purchase orders if Use PO catalogs is set to be used in the Purchase Order Configuration file. However, the 8 Catlg tab will always be viewable. See WESPaC Financial Management – Purchase Order Configuration User’s Guide for more information.
Menu Path: Financial Mngmnt / Vendor Master
Create Vendor’s Catalog Manually
On the Vendor Master Information screen, click on the 1 Search tab.
From the Vendor Search List, highlight the Vendor key to which you want to add the catalog.
Click the 8 Catlg tab.
To the right of the Vendor Catalog Information list, click the Add button.
The Catalog Item Entry Screen opens.
Enter the Catalog Item.
This could be the vendor’s item number or an inventory item number or an item number from the Bid System.
Enter a Description of the item. Up to 80 characters.
Enter the item’s Unit of Measure.
Enter the item’s Amount. This is the item’s individual unit cost.
Click the OK button.
The item is added to the Vendor Catalog Information list.
Repeat steps 4 through 9 as needed.
You may not remove a vendor if the vendor’s record contains data. If you attempt to remove a vendor that contains data an error message displays indicating where data is present.
On the Vendor Master Information screen, click on the 1 Search tab.
From the Vendor Search List, highlight the Vendor key you want to delete.
At the top of the Vendor Master Information screen, click the Delete button.
A Question screen opens, asking if you want to delete the vendor.
Click the Yes button.
Another Question screen opens, asking if you want to remove the vendor’s key from the system.
Click the Yes button.
The Delete complete screen opens indicating that the vendor has been removed from the vendor list.
Click the OK button.
NOTE: If the name key is not used anywhere else in the system, for example as an Accounts Receivable payor, the name will be removed from the Names table also.
Version 01.06.00.0 – 010225 PL 12/3/03