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Create Vendor: Vendor Basics

Important

Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.

After name information has been entered, add vendor information on the Vendor Basics step. Each vendor must be associated with a subsidiary record.

Fields

There are several sections where information can be entered. At least one AP subsidiary code must be added to create a vendor record.

How To

Enter Vendor Information

  1. On the Vendor Basics step, enter or select information in the Vendor Summary section. See the Fields section above for more details about each field.

    • Main Contact

    • Billing Department Contact

    • Sole Proprietor

    • FEIN (if this was entered in the Name / ID step, this field is already filled in)

    • CUSIP Number

    • 1099 Form Code Default

    • 1099 Label Code Default (disabled until a 1099 form code is selected)

    • Minority

    • Bid Rating

    • Phone

    • Fax

    • AP Current Address

    • Preferred Vendor

    • Preferred Reason (visible when the Preferred Vendor checkbox is selected)

    • Core Pay Flag (available for schools licensed for Oklahoma state reporting)

    • Vendor Type (available for schools licensed for Oklahoma state reporting)

  2. In the Websites section, click Add website to add the vendor's website details.

    1. Enter a Website URL. Required.

    2. If needed, add a Website Description.

    3. To add additional website information, click Add another website and enter the required information.

  3. In the AP Subsidiary Record section, enter or select information in the following fields. See the Fields section above for more details about each field.

    1. Select AP Subsidiary Code (required)

    2. Active (selected by default)

    3. AP Current Address

    4. 1099 Form Code Default

    5. 1099 Label Code Default (disabled until a 1099 form code is selected)

    6. Lifetime to Date Total

    7. Prior Year's Total

    8. Net Days

    9. Discount Days

    10. Discount Percentage (entered as a decimal)

    11. To distribute invoice amounts among specific GL accounts, click Add account under Account and Percentage.

      1. Select a GL Account Number. Required.

      2. Enter the invoice Percentage to be distributed to the entered account. Required.

      3. If needed, click Add another account and enter the required information.

        Note

        The total percentage for all the GL accounts associated with the subsidiary record must equal 100.

    12. To add another vendor subsidiary record, click Create another subsidiary record and enter the required information.

  4. Click Save & continue to proceed to the Name / ID Information step for person vendors or the Organization Information step for organization vendors. Click Save & close to open the vendor summary page.

FAQ

Why aren't there any options in the AP Current Address field?

If you didn't enter at least one address record on the Vendor Contact Information page when creating the name record, there won't be any options available in this field. You can add contact information later from the Contact Info tab of the Person/Organization Information Details page. The AP Current Address can then be updated from the Vendor Basics tab of the Vendor Information Details page.

Should I still add a phone and fax if I already added that information on the Contact Information page in the previous step?

The contact information added on the Name/ID step are visible on the Contact Info tab of the Person/Organization Details page. The phone and fax entered on the Vendor Basics step are visible on the Vendor Basics tab of the Vendor Information Details page. It can be helpful to list the information here so it can be accessed without navigating away from the Vendor Information Details page.