Vendors

use vendor entry to create or edit vendors access the vendors function from the financials, expense options clicking on the vendors option opens the active vendors screen use the screen to view a list of all active vendors process steps select new vendor on the menu enter the vendor id and name set access criteria enter additional information save add appropriate vendor addresses add payment methods using the menu option header fields vendor id vendor id is a code used to access the vendor vendor id is alphanumeric and can be up to 100 characters vendor id is required and must be unique vendor name vendor name is alphanumeric and can be up to 160 characters vendor name is required print on check name the name printed on a check can be different from vendor name the name defaults from the vendor name vendor account number use the vendor account number to notate your account number with the vendor status setting a vendor's status to hold prevents processing any vendor transactions one time vendor a one time vendor is used when you do not want to create an individual vendor record and do not need to capture 1099 information if selected a vendor name is not required and the vendor address are not needed when used on a voucher the vendor name and addresses are filled in on the voucher payment hold setting payment hold to "yes" prevents automated payments from being processed vendor class use the vendor class to group vendors for payment processing and reporting during the select checks process vouchers can be added to the batch based on vendor class default terms select a default terms code change the terms code on each voucher if needed credit limit fill in the your credit limit with the vendor default expense account select the vendor's default expense account change the expense account on each voucher if needed dimensions enter the rule for each dimension set up for the entity set dimensions to ignore, optional or required see using dimensions docid\ lwsc6qioyqo8m1vtkk0hh access criteria vendors can be defined to be shared by all, selected or just a single entity when selecting only one company, or selected companies choose the applicable entity(s) from the drop down list displayed vendors are only displayed in the entity(s) selected see multiple entities docid\ hjdrvl7ocqk0p0hy30uis one voucher per check the flag to only allow one voucher to be added to a payment starts is configured on the vendor and is carried over to each voucher where it can be overwritten when selected only one voucher will be printed on each payment if there are 2 or more vouchers they will be separated into individual payments details and taxes p hone, fax, email & web site use these optional fields for informational purposes 1099 required if the vendor requires a 1099 select “yes” when set to “yes”, the 1099 default box and tax id become required fields 1099 default box select the default 1099 box from the drop down list displayed the 1099 box can be changed on each voucher if needed w 9 received use this field to control w 9 receipt default tax schedule when vat taxes are selected the tax fields become available on the voucher form select the default tax schedule from the drop down list displayed the schedule can be changed on each voucher if needed addresses remit to address select the vendor’s remit to address the vendor record must be saved before an address can be created remit to is printed on any check printed for the vendor the remit to can be changed on each voucher mai n address select the vendor’s main address the vendor record must be saved before an address can be created p urchase from address select the address used in po's the vendor record must be saved before an address can be created the purchase from address is defaulted on po's created for the vendor financial information and currency balance due the total amount due to the vendor total purchases the total vendor purchases value currency select the default currency for the vendor the currency can be changed on each voucher alternative vendor addresses use the alternative vendor address to define default addresses, default currency and default account numbers for individual entities payment methods payment methods determine how the vendor will get paid select add payment method from the menu see payment types docid\ jjpoe9z8twn guz25nwzl vendor insurances vendor insurances allows you track different insurance policies and their expiration dates for each vendor, to add a new policy select the + key open the dialog to add a policy addresses & contacts addresses fields to enable addresses the vendor record must be completed and saved select the "+" icon above the address grid n ame enter a name to identify the vendor address email enter an email address unique to the vendor address addresses and contacts enter address details as appropriate each gravity vendor record supports a single remit to address however, some vendors may have multiple remit to addresses often this happens when there are multiple payment sites (e g lock boxes) based on geographic location when additional remit to addresses are needed for each entity, use the alternate addresses function instead of setting up a separate vendor record for each address additionally, the address is displayed in the addresses and contacts section of the vendor screen contacts fields to enable contacts the vendor record must be completed and saved select the + icon above the contact grid first & last name enter the contact’s first and last name address details enter address details as appropriate payment methods vendor payment methods links the individual vendors banking information with the payment type where the payment transaction will be processed a vendor may have multiple payment methods for different processes but may only use each payment type once activities and notes use activities and notes to capture vendor information for future reference set up and track activities such as tasks and phone calls enter notes and attach records as required