Vendors. Procedure To access the Vendors screen: 1. Select Financials. 2. Select Accounts Payable. 3. Select Vendor Processing. 4. Select Vendors.

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1 Vendors Objective The Vendors screen is used to maintain the vendor file used throughout the financial system. If vendors are to be categorized by type, those types must first be defined by using the Accounts Payable Miscellaneous Codes screen. Procedure To access the Vendors screen: 1. Select Financials. 2. Select Accounts Payable. 3. Select Vendor Processing. 4. Select Vendors. Accounts Payable and Purchasing Page 1

2 Field Descriptions General Tab Vendor The six digit number used to identify the vendor. This can either be assigned by the user or the next available number can be assigned by MUNIS. Entity This must be 1. Alpha Type Status Reason Name DBA The vendor name as it should be sorted alphabetically. For example, the word The may be eliminated so the name is sorted more accurately. When vendors are categorized, this is the type that applies to this vendor. These codes are defined on the AP Miscellaneous Codes screen under the code type vtyp. Indicates the status of the vendor. Active - Active vendor. Bidder - This is not used. Inactive - Displays warning message during invoice entry. One-Time Pay - This is a one-time pay vendor. Stop - Disallows usage of vendor during invoice entry. Temporary - Vendor will only be used a short time then deleted. Self-Service - This is not used. The reason for the vendor s status. These codes must be defined on the AP Miscellaneous Codes screen under Vendor Status Reason Codes, type vrns. The name of the vendor as it is to appear on the check. Each of the two fields is forty characters. NOTES: 1. This is not the field used when sorting alphabetical. The system will use the Alpha field. 2. When a vendor name is changed and there is history for that vendor, an appropriate warning message will be displayed and confirmation of the change will be required. The Doing Business As name for this vendor, if applicable. For example, a 1099 vendor may want his/her name on the check, but may also have a business name. Accounts Payable and Purchasing Page 2

3 Field Descriptions General Tab (cont.) Address Zip code City State Country Foreign entity The vendor s address. There are three lines for the addresses; list the most useful address first as there are some reports that will only print the first line. The zip code for the vendor. The city for the vendor. If the zip code table is used, this will be completed automatically based on the entered zip code. The state for the vendor. This enables foreign address entry. Enter the vendor s country code. If the vendor is a foreign entity, select this field. This is for informational purposes only vendor Indicates that this vendor receives a Default Only available if 1099 vendor is selected. This indicates the default 1099 box code for the vendor and must be entered for the vendor to be included in the 1099 processing. These codes must be defined in the AP Miscellaneous Codes program, code type retainage This is not used. W-9 sent Indicates if the W-9 form has been sent. W-9 received Indicates if the W-9 form has been received. This will automatically be selected when the vendor is added via this screen. It is not automatically selected when the vendor is added by the Invoice Entry or PO Entry program. ICR Sent This is not used. SSN For 1099 vendors, this is the social security number for 1099 printing. Typically, a 1099 vendor either has a social security number or a federal identification number. Dashes are added automatically. This will only be displayed if the role has been given permission to view the social security number. Accounts Payable and Purchasing Page 3

4 Field Descriptions General Tab (cont.) FID For 1099 vendors, this is the federal identification number. Key the number with the dashes. This will only be displayed if the role has been given permission to view the social security number. DUNS Buttons Performance Commodity Remits Notes Buttons General Certification Class Dun & Bradstreet identification number. Provides access to the Performance Records for the vendor. This is not used. Provides access to the maintenance of remittance addresses for the vendor. See specific information at the end of this narrative. Provides access to a maximum of fifty lines of general information on this vendor, sixty characters each. Text does not word wrap. Provides access to a maximum of fifty lines of certification information for this vendor, sixty characters each. Text does not word wrap. Provides access to a maximum of fifty lines of class notes for this vendor, sixty characters each. Text does not word wrap. Accounts Payable and Purchasing Page 4

5 Terms Tab Field Descriptions - Terms Tab Discount percent Days to discount Minimum order Days to net Freight term/meth Freight percent The discount percentage offered by the vendor. For vendors that offer a discount, the number of days from the invoice date to receive the discount. When entering an invoice for a vendor with a discount, the discount date is calculated automatically by adding the number of days to the invoice date. The minimum order amount that this vendor allows. This is for informational purposes only. The number of days allowed from invoice date to pay the full invoice. When entering an invoice for this vendor, the due date is calculated automatically by adding this number of days to the invoice due date. The vendor s usual method of shipping and the freight percent commonly applied. When a purchase order is entered for this vendor, these freight terms appear automatically on the screen for the purchase order. This percentage will display automatically on the header screens for Requisition Entry and PO Entry/Proof. Accounts Payable and Purchasing Page 5

6 Field Descriptions - Term Tab (cont.) Sales tax percent Use tax percent Use tax vendor Allow duplicate invoice numbers Allow blank invoice numbers Bank Routing number Account Type Payment rec t method Pre-note AP retainage status Override for ACH ID Number Name Purchasing Delivery Method Payables Delivery Method Typically, this is not used. These are not used. If this is checked, the system will allow the entry of an invoice with a number that matches an invoices that has already been paid. If this is checked, the system will allow the entry of invoices without an invoice number. For those vendors where payment is made via Electronic Fund Transfer (EFT), this is the vendor s bank information. The bank information must first be entered on the Bank Code Maintenance screen. This will automatically be populated when the Bank field has been updated. The vendor s bank account number. Indicates if the account is a savings or checking account. The payment method for the vendor: Printed check, Electronic fund transfer, Active card integration. For Electronic fund transfers, this indicates if the prenote exists for the vendor. Once the initial file is created, this will be changed to No for the vendor and a check will be created. This is not used. These fields are used to override the ID and name field on the ACH vendor file. Print preferred method for Purchase Order. Print preferred method of payment notification. Accounts Payable and Purchasing Page 6

7 Contacts Tab Field Descriptions - Contacts Tab WWW Contact 1 Contact 2 The vendor s address. Maximum fifty characters. This is for informational purposes only. Vendor s website address. This is for informational purposes only. The name, description, telephone number, fax number and addresses for two different contacts. Accounts Payable and Purchasing Page 7

8 Misc Tab Field Descriptions - Misc Tab Default account Default alloc code Class Performance Geographic The default account code associated with the vendor. When this vendor is selected in Invoice Entry/Proof, PO Entry/Proof, or Requisition Entry, this account will be used as the default. The default allocation code associated with the vendor. When this vendor is selected in Invoice Entry/Proof, PO Entry/Proof, or Requisition Entry, this account will be used as the default. Indicates minority enterprise, etc. Enter the vendor class code (as defined on the AP Miscellaneous Codes) for this vendor. Vendors can be selected by class code for inclusion in the Vendor Invoice List and Vendor Fiscal Year Summary Report. The performance rating code (as defined on the AP Miscellaneous Codes) for the vendor. The geographic code (as defined on the AP Miscellaneous Codes) to classify the vendor s geographic location or service area. Accounts Payable and Purchasing Page 8

9 Field Descriptions - Misc Tab County code AR customer Separate checks Include Documentation Notify Vendor on Self- Service Updates Minority/Women Business Owned Payroll employee Payroll hire date DOB Entered Last change Changed by This is not used. For those vendors that also appear in the Customer File, enter the customer number here. This will allow the reporting of vendors who have a delinquent accounts receivable balance. The customer record must exist in the AR module. When this is checked, each invoice will be paid on a separate check for the vendor. This value will appear as a default on the Invoice Entry/Proof screen, but may be overridden. When this is checked, documentation will be included for recurring invoices. When this is checked, vendor notifications is sent when the vendor s profile is changed via Vendor Self Service. The program also sends the vendor an when they submit or retract a bid. The is sent to all of the vendor s listed addresses. Indicates that the vendor business is owned by a minority or woman. The employee ID number for those vendors who are also employees. This is for informational purposes only and the employee number must exist in the employee master. For those vendors listed as 1099 vendors, this date is used to extract 1099 vendors for the Payroll New Hire Report. If entering a hire date with no social security number, a warning message will display. The employee s date of birth. The date the vendor was entered into the system. The date the vendor record was last updated. The username of the person who last made the update. Accounts Payable and Purchasing Page 9

10 Functions Sort Req Vendors This feature will change the sort sequence for the active set of records from the default of vendor number. Other options include Alphabetical and Type. This option will allow the completion of vendor information for those vendors created during Requisition Entry. Vendor information must be completed before the requisition can be converted to a purchase order Data Displays 1099 data for displayed vendor for a specified year. Invoice Inquiry Checks Inquiry PO Inquiry Recurring Invoices G/L Summary History This will display invoices for this vendor. This will display checks for this vendor. This will display purchase orders for this vendor. This will display the vendor s recurring invoices. This will show the vendor history with account numbers. This will display the change history for the vendor. Common Tasks To add a vendor: 1. Display the Vendors screen. 2. Click the Add button. 3. Either key the desired vendor number or get the next vendor number by clicking on the +1 button. 4. Enter the appropriate vendor information. 5. Press Enter or click the Accept button to add the record. 6. Update the other tabs as appropriate using the change instructions below. Accounts Payable and Purchasing Page 10

11 To change a vendor: 1. Display the Vendors screen. 2. Click the Find button. 3. Enter the vendor number, alpha name, type, status, and/or reason code to use as search criteria in the appropriate area. For the vendor name, use the wildcard (*) to select vendors with common information by keying the information preceded and/or followed by an asterisk, as appropriate. For example, to see a list of all of the vendors that begin with TA, key TA* in the Alpha field. To see a list of all vendors that end with an S, key *S. To see all of the vendors, leave all of the fields blank. 4. Press Enter or click the Accept button. 5. Click the Update button. 6. Make desired changes. 7. Click the Accept button. To delete a vendor: 1. Display the Vendor Maintenance screen. 2. Click the Find button. 3. Enter or select the desired search criteria in the vendor number, alpha, type, status or reason fields. 4. Press Enter. 5. Verify that the correct vendor is displayed. 6. Click the Delete button. 7. Click the Yes, Delete button on the confirmation box to confirm deletion. To view a list of vendors: 1. Display the Vendor Maintenance screen. 2. Click the Find button. 3. To restrict the number of codes to be listed, enter the vendor number, alpha name, type, status and/or reason code to use as search criteria in the appropriate area. For the vendor name, use the wildcard (*) to select vendors with common information by keying the information preceded and/or followed by an asterisk, as appropriate. For example, to see a list of all of the vendors that begin with TA, key TA* in the Alpha field. To see a list of all vendors that end with an S, key *S. To see all of the vendors, leave all of the fields blank. 4. Press Enter or click the Accept button 5. Click the Browse button to see the list. Double-click an item on the list to display the details on the Vendor Maintenance screen. From this, the record can be updated or deleted. Accounts Payable and Purchasing Page 11