Vendor Name/Address - FIN3000

Finance > Maintenance > Vendor Information > Vendor Name/Address

This tab is used to establish and maintain a file for each vendor doing business with the LEA. You can activate or deactivate a vendor, delete a vendor (if no outstanding transactions are pending), and maintain vendor status or eligibility for doing business with the LEA.

Retrieve or add a vendor name and address:

Add	Click to clear all fields and add a vendor.	OR	Retrieve an existing record.	In the Vendor field, begin typing the vendor name or number. As you type the data, a drop-down list of corresponding data is displayed. Select a vendor. Click Retrieve. The vendor information is displayed. If the vendor number is not known, click Directory. The Vendors directory is displayed. Type data in one or more of the search fields. Click Search. A list of data that matches the search criteria is displayed. Select a vendor name from the list. Otherwise, click Cancel.

Field	Description
Vendor Number	If Use Automatic Vendor Number Assignment is selected on the Tables > District Finance Options page, type the vendor's name and click Save. A vendor number is automatically assigned to the vendor based on the Next Available Vendor Number field on the District Finance Options page. If Use Automatic Vendor Number Assignment is not selected on the Tables > District Finance Options page, type a five-digit vendor number to be assigned to the vendor.
Active/Inactive	Click to select whether or not this vendor is active. The default is set to Active. If the vendor is set to inactive, the record remains, but you cannot use it in posting data. If the field is set to Inactive, you can use the vendor name for transactions that were created prior to setting the flag (e.g., printing checks, reversals, changes).
Vendor Name	Type the name of the vendor. Notes: If the Name field from the Remittance Address section is blank, the Vendor Name field is populated to all unprocessed checks within all file IDs, and the checks will contain the newly updated vendor name. The Name field will replace the Vendor Name field unless the Name field is blank.
Vendor Sort Key	The vendor name is displayed unless you overwrite it.
Doing Business As	Type the DBA name if it is different from the vendor name entered above. This field is printed on all checks and 1099s, in addition to the vendor name. The vendor name is not printed on purchase orders if a DBA name exists.
Fed Code (SBIR)	Type a five-digit numeric code to identify if the vendor is a recipient of a Small Business Innovative Research award and possibly linked to other federal grants for reporting and compliance purposes.
Required Review in Req	Select if the vendor requires a review by the business office. A message is displayed when selected in the Purchasing application.
Contract Eligible	Select if the vendor is eligible for contracts.
Last Trans	The last transaction date is only updated when a PO, PA, or check transaction is created. This field does not normally display on a new vendor entry.

❏ Under EIN/SSN:

Type	Click to select the EIN (employee identification number) or SSN (social security number). This selection determines the format that is displayed or printed on reports.
Number	The selected format (XXX-XX-XXXX for SSN or XX-XXXXXXX for EIN) in the Type field is displayed. If the field is not populated at the time the 1099-MISC is printed, this vendor is not included.

Note: The vendor can have an EIN or SSN without the 1099 Eligible flag selected. However, for transactions to be selected and included on the FIN2050 - 1099 Report, the 1099 Eligible flag must be selected. The 1099 Eligible flag and the EIN/SSN must be populated for a 1099-MISC form to be printed.

❏ Under Flags:

1099 Eligible	Select to not require an EIN/SSN number until printing the 1099 form. This field does not have to be selected before creating transactions as transactions are collected based on 1099 eligibility and the object code table at the time Create 1099 Work File is run. If it is found that a vendor should have a 1099-MISC and the Create 1099 Work File has already been performed, you need to either recreate the 1099 work file or manually enter the transactions in the 1099 Record Maintenance page for the vendor.
Local Vendor	Select to indicate that the vendor is local. This field is selected by default.
Bid Eligible	Select to indicate that the vendor is eligible for bid processing. This field is selected by default.
Minority Owned	Select if the vendor is minority owned.

❏ Under W9 Date:

The W-9 is a federal IRS form required from all vendors with whom the district expects to do business of $600 or more and that qualify for 1099 eligibility within the year.

Mailed	Type the date in the MMDDYYYY format on which the W-9 form was mailed.
Received	Type the date in the MMDDYYYY format on which the vendor W-9 data is entered.

❏ Under Local Use:

1	Type any vendor information or comments. The field can be a maximum of 25 characters.
2	Type any vendor information or comments. The field can be a maximum of 25 characters.

❏ Under CIQ:

Form Received	Select if the Conflict of Interest Questionnaire (CIQ) form has been received.
Received Date	Type the date in the MMDDYYYY format on which the CIQ form was received.

❏ Under Order Address:

Address Line 1	Type the vendor point of contact or other address information.
Street Nbr/Name	Type the vendor's mailing or physical address. Use the apartment abbreviation (APT) or the suite abbreviation (STE) and number, if known.
City/State	Type the name of the city where the vendor's address is located. Click to select the two-character state code.
Zip Code	Type the five-digit postal code for the delivery area.
+4	Type the four-digit code for the designation of the delivery route, if known.
Country	Type the country where the vendor's address is located. The field is optional and can be a maximum of 35 characters.

Notes:

If a remittance address exists, it is used as the 1099 address; if there is no remittance address, the order address is used as the 1099 address.
Click Duplicate to copy the data from Order Address to Remittance Address, all Remittance Address fields (except the Name field) must be blank.

❏ Under Remittance Address:

Name	Type the remittance vendor name that may be different from the actual vendor name. The field is optional and can be a maximum of 35 characters.
Address Line 1	Type the vendor point of contact or other address information.
Street Nbr/Name	Type the vendor's mailing or physical address. Use the apartment abbreviation (APT) or the suite abbreviation (STE) and number, if known.
City/State	Type the name of the city where the vendor's address is located. Click to select the two-character state code.
Zip Code	Type the five-digit postal code for the delivery area.
+4	Type the four-digit code for the designation of the delivery route, if known.
Country	Type the country where the vendor's address is located. The field is optional and can be a maximum of 35 characters.

Note: If the Name field is blank, the Vendor Name field is populated to all unprocessed checks within all file IDs, and the checks will contain the newly updated vendor name. The Name field will replace the Vendor Name field unless the Name field is blank.

❏ Under Numbers:

Phone	Type the phone number in the standard format of (000) 000-0000. A six-digit extension is also allowed.
Fax	Type the fax number in the standard format of (000) 000-0000. A six-digit extension is also allowed.

❏ Under Links:

E-mail	Type the vendor's e-mail address in order to send information to the contact person as needed. The field can be a maximum of 45 characters.
E-mail	Click to send an e-mail using your default e-mail client. The To: e-mail address is populated if the E-mail field contains an e-mail address.
Internet	Type the vendor's web address. The field can be a maximum of 45 characters.
Internet	Click to go to the specified website using your default Internet browser.
EFT E-mail	Type the vendor's email address to send the vendor EFT payment information. The field can be a maximum of 45 characters.
EFT E-Mail	Click to open a new email message using your default email provider.

Note: The vendor's EFT email address is required prior to adding the vendor's bank information on the Vendor Miscellaneous page.

Comments	Click to open the Comments pop-up window. Type your notes or other information that relates to the particular vendor on the page. Click OK to save the comments and close the page, or click Cancel to close the page without saving the comments. A paperclip icon is displayed on the Comments button if comments exist for the selected vendor.

❏ Click Save.

Other functions and features:

Add	Click to add a vendor.
Delete	Click to delete a vendor.
Documents	View or attach supporting documentation.

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Vendor Name/Address - FIN3000

Retrieve or add a vendor name and address:

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Vendor Name/Address - FIN3000

Retrieve or add a vendor name and address:

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