A vendor is an individual, entity, or organization that will fill the purchase order. You can use Setup New Vendor or Modify Existing Vendors to set up a new vendor record, make changes to an existing vendor record, or delete a vendor record. You cannot delete a vendor record that is linked to transactions.

Webinar: Setting up, modifying vendors

Adding a new vendor

1. Open Connect Accounts Payable > Vendors > Setup New Vendors.

2. Set up the vendor properties.

Add the vendor contact information, vendor type and status, and 1099 information for 1099 vendors.

To learn more, see Setting up vendor properties.

Vendor tab

3. Set up the entry defaults.

When you select the vendor, the vendor's default information will be displayed in the entry form for requisitions, purchase orders, invoices, and payments. The default information for the vendor is saved on the Entry Defaults tab in Setup New Vendors and Modify Existing Vendors.

To learn more, see How do I assign default values to a vendor?

Entry Defaults tab

4. Set up the remittances.

Add the vendor's remittance address. If the vendor has more than one remittance address, select the default remittance address.

To learn more, see How do I add/remove a remittance address?

Remittances tab

5. Set up the recurring invoices.

Add a recurring transaction to send out an invoice on a regular basis. For example, let's say City ABC uses Carl's Custodial Service to provide cleaning services. It's always the same order each month. So, City ABC wants to automatically generate an invoice each month for $150.00 to send to Carl's Custodial Service.

To learn more, see How do I add a recurring invoice?

Recurring Invoices tab

6. Set up the direct payments.

Use a direct payment to pay a vendor without printing a check.  

To learn more, see How do I add a direct payment?

Direct Payment tab

7. Add files to the vendor record (optional).

Attach files that you want to keep to the vendor file.

To learn more, see How do I add files? (Vendors)

Attachments tab

8. Set up user-defined fields.

If your organization is using user-defined fields to collect additional vendor information, click the User-defined tab to enter it. If your organization is not using user-defined fields, the User-defined tab will be blank.

User-defined tab

How do I add a user-defined field to collect vendor information? Go to Organization > Organization and use the User-defined tab to add a new user-defined field and assign it to the Vendor table. Assigning a user-defined field to the Vendor table will add the field to the User-defined tab in Setup New Vendors/Modify Existing Vendors.

9. Click Save (CTRL+S).

The vendor is saved.

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Vendor properties

Vendor number

The next available vendor number displays in the Vendor Number box.

Name and Secondary name

Use the Name box to enter the vendor's primary name. Use the Secondary Name box to enter the vendor's alternate name (optional). When you look up a vendor, you can enter the vendor's primary name, secondary name, or vendor number.

Address line 1 and 2

Use the Address Line 1 box to enter the vendor's address. Use the Address Line 2 box to enter the second line of the vendor's address, for example, a suite number, apartment number, and so on.

City, State/Province, Zip/Postal Code, Delivery Point

Use these boxes to finish entering the vendor's address.

Telephone 1 and 2, Fax

Enter the vendor's primary and secondary telephone number and fax number.

Email

Use the Email box to enter the vendor's email address. Example: Pat.Smith@businessname.com

Contact

Use the Contact box to enter the name of the individual who is acting as the main contact for my organization.

Vendor type

Use the Vendor Type list to select an option. The vendor types in the list are defined by the organization. You can enter a new vendor type or you can select a vendor type from a list of previous entries. Example: Rentals, Equipment, Office Supplies, and Exterior Maintenance

Use this vendor in Materials Management

Connect stores vendors in the Accounts Payable application and Materials Management application. The primary location for storing vendors is in the Vendor table in Accounts Payable. You can copy the vendor records from the Accounts Payable application to the vendor table in Materials Management application so you can use the Accounts Payable vendors in Materials Management. However, you cannot copy vendor records from the vendor table in the Materials Management application to the Accounts Payable application.

Activation date

Use the Activation box to enter the date when the vendor is active. An active vendor can be assigned to transactions.

Termination date

Usually, the Termination Date box is left blank on a new vendor. However, if you know when you will stop using the vendor, enter that date in the Termination Date box. Connect will not assign a vendor with a termination date to new transactions.

Rating

Use the Ratings list to select an option. The ratings in the list are defined by the organization. You can enter a new rating or you can select a rating from a list of previous entries.

Alert message

Use the Alert Message box to enter a message that will display on the screen when you use the routines in the Accounts Payable application to look up the current vendor.

1099 information

If you're setting up a 1099 vendor, use the 1099 Information section to enter the 1099 vendor information. A 1099 vendor is a vendor of goods, services, or goods and services who is not incorporated and your organization has made payments in excess of $600 dollars for the tax year. A landlord or independent contractor is an example of a vendor who is not incorporated.  

Entry defaults

How do I assign default values to a vendor?

Remittances

How do I add/remove a remittance address?

Recurring invoices

How do I add a recurring invoice?

How do I delete a recurring invoice?

Direct payment

How do I add a direct payment?

Attachments

How do I add files? (Vendors)

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