03 How to Add Vendors

The Vendors desktop is where Vendor information is added into the system. Vendor setup is required in order to proceed with creating Vouchers and AP Checks.  More than simply entering vendor details such as address and contact information, vendor setup also includes syncing/automation with employee deductions, vendor check settings, general ledger integration and display of financial information.   

Search Vendors 

In order to search for vendors, click on “Search Vendors”. This populates a search grid with various filters that can help with searching. Here, filters can be used to search by vendor name, AP Account, and Account Number among others. 

Add a Vendor:  Primary Info 

1. Click on Accounts Payable (expand)

2. Click on Vendors 

3. Click on the Add Vendor button 
4. Enter the Vendor Code. 

• Note:  Vendor Code is specific to your organization. 

5. Enter a Short Name. 

• Note:  Short name is also specific to your organization.   

6. Enter the Vendor Name. 

• Note:  Vendor Name should be entered as it needs to appear on the check. 

7. Enter the Account Number. 

• Note:  Although Account Number is not a required field, it is an important field that should be Completed.  Not only do you have the ability to search by Vendor Account Number at the Vendor search grid, but the account number prints on any vendor checks.    

Helpful Hint:  This number is typically the account number provided on your statements from the Vendor, but can also be used as a memo field in the event you aren’t provided an account number.  

8. Apply to Employee Deductions:  This checkbox allows for the automated creation of Vendor checks when payroll is run as well as the reconciliation of vendor payments with specific employee deductions. 

Helpful Hint:  Any associated deductions must be linked with the AP Vendor Account at the individual employee records under the Misc. Deductions tab first, in order for this automated process to occur correctly. 

9. Number of Days to Pay:  This field only becomes available when the “Apply to Employee Deductions” checkbox is checked. This is where you specify the number of days from the corresponding payroll check-date in which to complete payment to the vendor.  Reports at the vouchers desktop can be run to manage the scheduled due dates to pay the voucher.     
10. Aggregate Checks by Vendor:  If this checkbox is checked, the system will sequence checks by check number for the vendor selected. 
11. Send Reminder:  If this checkbox is checked, an automated task reminder for vendor payment will be sent out. 

• Note:  The control point for who receives these automated tasks is controlled per role under the Vendors section of Desktop Security.         

Helpful Hint:  A Reminder Date can also be set for the automated task reminder.   Notice that this is a multi-select drop-down so that multiple days of the month can be selected for reminders.   

12. Contact Name and Title:  These are both optional fields. 
13. AP Account:  This is a required field that auto-populates based on the GL Accounts Payable Account identified under AP Rules configuration.  While the default is set in configuration, this can be over-ridden per vendor if there is a need for multiple AP liability accounts.  
14. Tax ID Number:  This is an optional field. 

• Note:  Tax ID Number is critical if you intend to provide a 1099 at the end of the year to the vendor.  

15.  Default Voucher Description:  Entering a description is especially useful for quickly keying in a voucher.  For example, “Rent” may be entered for quick voucher identification &creation.   

• Note:  It is recommended that you check the “Stub Code” check box as this will retain a stub for internal records.  Inactive is available if you need to inactivate a Vendor. 

Enter Primary Information 

Add a Vendor:  Address & Contact Info 

1. Vendor Address Details: 

• Note:  Although not required, it is recommended that you complete this sections as this address will be printed on any checks for the vendor.     

2. Payment Address Details: 

• Note:  You should complete this section of the Vendor setup if the payment address differs from the Vendor address. 

3. Contact Information: 

• Note:  This is where you can add any important Vendor contact information.  Click +Add, select the Type, enter a Value and click Update.     

Helpful Hint:  The default contact types are Phone, Fax or Email but you can add additional vendor contact types by going to Configure→ List Configuration→ Accounts Payable → Contact Type. 

Add a Vendor:  Address Details 

Add a Vendor:  Contact Information 

Add a Vendor:  Default GL Distribution 

Adding a Default General Ledger Distribution is important if there is a consistent allocation to the ledger for expense incurred for the particular vendor.  Also, this saves time keying the voucher if a default allocation can be created .

1. Click the +Add button

•  Select the Base Account. 
• Select the Cost Center (optional). 
  • Note:  You may choose to require cost center for the distribution which is recommended anytime you have more than 1cost center in order to have detailed financial reporting. 

Helpful Hint:  Service Code and Client are optional but key to cost reporting, especially the service.  

• Enter either a Percentage or an Amount. 
  • Note:  If the percentage is equal to 100%, you should enter a 1.0.  all numbers should be represented in the decimal format. Click Update to save the information. 

Helpful Hint:  You have the option of adding multiple Base Accounts by clicking on the +Add button.  Note that the total percentage of all Base Accounts added must equal 100%.  

Add a Vendor:  Default GL Distribution 

Add a Vendor:  Financial Information 

• The payment details of the Financial Information section will auto-populate once bills are paid for the vendor.   
• ACH and Account information are optional but important fields that should be completed for processing of electronic payments.  Here you can enter the ACH Routing Number, ACH Account Number and select the Account Type and when doing so, an ACH file will be created to submit to the vendor. 

Add a Vendor:  Sub-Vendor Accounts 

Under the Vendor Accounts section, you have the option of adding sub-vendor accounts to the primary Vendor.  Sub-vendor accounts are important if you have multiple accounts/account numbers with a single Vendor.  For instance, you may have multiple office locations each with individual accounts established with the same power company vendor.   

1. Click the Add Vendor button

Continue adding the sub-vendor account by following the same steps for adding the primary Vendor account.  As with the primary Vendor account, Vendor code , Short Name and Name are required fields.      

2. Click the Save button

Helpful Hint:  When creating checks, you have the option as to whether you want 1 check for all vouchers associated with the vendor and the sub-vendors.      

Quick Checks 

The “Quick Check” function allows you to quickly create a voucher directly from the Vendor information page. 

1. Click the Quick Check button
2. The Vendor name will auto-populate as well as the Voucher Number.  
3. Enter a Description for the Voucher (if no default was set). 
4. Enter an Invoice date, Invoice Amount and an Invoice Number. 

• Note: Discount Type and Amount are optional. 

5. Enter a Scheduled Date if you are not paying the voucher immediately and would like to use this as the scheduled pay date. 

• Note:  Scheduled Amount will auto-populate based on the Invoice Amount, but can be adjusted if necessary.   

6.  Click Calculate to produce the check 

7.Click on the Add button to select the GL Base Account and Cost Center.

• Note: Service and Client are optional but key to cost reporting

8. Enter an Amount  
9. Click on Update
10. Click on either Create Check or Add Manual Check
11. Select the Cash Account, posting Date and enter the Reserved Check Numbers
12. Click on Create Checks

Quick Checks:  Voucher Info& Calculate 

Quick Checks:  Distribution & Check  

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