Add a Vendor

1. Access the Accounts area.

   To access Accounts from the Home screen, do one of the following:

   • Click Accounts on the navigation panel.
   • Click Areas > Accounts on the menubar.
   • Click the down arrow next to Home on the options bar and select Accounts.
   • Click the Locate button on the options bar.

   To access Accounts from another area of the program, do one of the following:

   • Click Home > Accounts on the menubar.
   • Click the down arrow next to Home on the options bar and select Accounts.
   • Click the Locate button on the options bar.
2. Select Vendor in the Locate Account dropdown menu of the Account Locate screen.
3. Do one of the following:
   • Click the Add button next to the list.
   • Click New on the options bar and select Vendor.
   • Click File > New > Vendor from the menubar. The Add a Vendor screen displays.
   • With focus on the list, press [Insert] on your keyboard.
   • Press [Ctrl]+N.
4. Select a Prefix, enter a business Name, and select a Suffix. For information on capitalization settings that may be applied to proper names automatically, click here.
5. Click the Create Account Name/Code to generate an account name and code automatically.
6. Click in the large field in the Address/Phone Number section. Enter the Street, City, Province, and Postal Code in the highlighted fields that display.

7. The Country defaults to Canada.
8. Optionally enter a Description for that address, or select a new Description from the dropdown menu.

Note: Typing a description might not be an option, depending on how your organization has set up address descriptions. See Contact Description Configuration for more information.

10. In the Phone Numbers/Website section, tab to or click in the Number field and enter the information.
    
    For international phone numbers, tab to or click in the Number field. Click on Country and select the correct country from the dropdown menu.

Enter the remainder of the phone number in the field.

Note: See Telephone Country Codes Configuration for instructions on adding, editing, or removing a country code.

11. If applicable, click in or tab to the Ext field and enter the extension.
12. Optionally enter a Description of the phone number (e.g., Home or Cell)
13. Repeat steps 10 - 12 to enter a Fax number.
14. Enter the address of the vendor's Website.

Note: To view the vendor's website from this screen, click the Internet button to the right of the Website field. The web page opens in your browser.

14. Enter details for the Primary Contact. This creates an individual contact. If you do not enter these details, the system creates a business contact using the account information above.
15. You can assign Structure information to the account. Click the Selected radio button and choose the Agency, Branch, Department, and Profit Center to which this account belongs. Only users with access to that structure can see the account.
16. Optionally add Comments.
17. You can click Finish or press [Enter] to end the workflow at this point. However, it is advisable to click Detail and add the rest of the vendor information at this time.
    
    Click Cancel or press [Esc] to exit the workflow without saving the information. You are prompted, "Do you wish to discard changes?" Click Yes.
    
    Click Detail to add more information. Continue to step 18.
    
    If you click Finish or Detail, the system checks to ensure that a similar account does not already exist in the system. If this check finds a similar or duplicate account, it warns you. See Duplicate Accounts Search for more information.
18. The Vendor Detail screen displays. The screen contains three tabs:
    • Account

      The Account tab contains the following sections:

      • Address

        1. Click in the large field in the Address section. Enter the Street, City, Province, Postal Code, and County in the highlighted fields that display.

        

        2. Optionally enter a Description for the address, or select a Description from the dropdown menu.

        Note: Typing a description might not be an option, depending on how your organization has set up address descriptions. See Contact Description Configuration for more information.

        3. Enter the Site ID if applicable.
           
           Note: Site IDs allow you to enter specific address location numbers. This user-defined number is available throughout the system for servicing, billing, and reporting purposes.

      • Phone Numbers/Website

        1. In the Phone Numbers/Website section, tab to or click in the Number field and enter the phone number.
           
           For international phone numbers, tab to or click in the Number field. Click on Country and select the correct country from the dropdown menu.

        

        

        Enter the remainder of the phone number in the field.
        
        Note: See Telephone Country Codes Configuration for instructions on adding, editing, or removing a country code.

        2. If applicable, click in or tab to the Ext field and enter the extension.
        3. Optionally enter a Description of the phone number (e.g., Home or Cell)
        4. Repeat steps a - c to enter a Fax number.
        5. Enter the vendor's Website address if applicable.

        Note: To view the broker's website from this screen, click the Internet button to the right of the Website field. The specified web page displays in your browser.

      • Structure

        You can optionally associate this account to specific structure combinations. Only employees with access to those structures can view the account. You can associate the account to multiple structures:

        1. In the Structure section, click the Selected radio button.

        2. Click the Add button.

        3. Select the Agency, Branch, Department, and Profit center and click Locate. The structure displays in the list. If you leave any selections set at All, the list displays all possible combinations.

        4. Select the checkbox beside each structure combination you want to associate to the account. Click Select All to choose all the combinations.

        5. Click Add to associate the selected structures with the account and choose more combinations to associate.
           
           Click Finish to associate the selected structures and return to the account's detail screen.
           
           Click Cancel to discard changes and return to the detail screen.

      • Comments

        Add comments in this section.

    • Service/Business
      1. Select the Government entity checkbox if applicable. This checkbox selection designates the vendor as a government tax/fee payable entity and automatically generates a Government Payable subaccount for the vendor. Make sure to add all addresses that might be used to submit taxes/fees to this government entity as contacts on the vendor account.
      2. Select the Receives 1099 form checkbox if applicable.
      3. Enter the vendor's FEIN.
      4. If the vendor is an individual, enter their Social Security #. Click the padlock button to hide the information in this field (if you must leave your desk, for example). After several seconds, the information is automatically hidden (each digit is replaced with an X). To view or revise information in this field, click on the padlock again.
      5. Enter the vendor Account #.
      6. Vouchers fields are for vendors who give discounts for invoices that are paid early. If this applies to the vendor in question, enter the correct information in the Days until due, Discount days, and Discount % fields.
      7. Select the appropriate GL account #. To look up the correct account, click the lookup button .
         
         Type at least the first digit of the account in the first field, or the first digit of the subaccount in the second field, and then click Locate or press [Enter].
         
         Highlight the appropriate account and then click Finish or press [Enter].

       

    • Identification Numbers  

      Add, edit, or delete identification numbers and related information for the vendor.

      Note: To include inactive Identification Numbers in the list, click the Include Inactive link label in the header.

      • Add an Identification Number
        1. Click the Add button to the left of the list, or press [Insert] with focus on the list.
        2. The Add Identification Number pop-up window displays. Choose the identification number Type.
        3. The Description populates automatically, but you may edit it if necessary.
        4. Enter the Identification Number.
        5. Enter the Rating if applicable.
        6. Enter an Expiry Date or select a date from the dropdown calendar if applicable.
        7. Select a State/Province and Country if applicable
        8. Use the Status radio buttons to indicate whether the number is Active or Inactive.
        9. Click Add to add another identification number. When you have added all numbers, click Finish.
      • Edit an Identification Number
        1. Click to highlight the identification number.
        2. Do one of the following:
        • Click the Edit button to the left of the list.
        • Press [Enter].
        • Double click the identification number.
        3. Make the necessary changes in the Edit Identification Number pop-up window and click Finish.
      • Delete an Identification Number
        1.  Click to highlight the identification number.
        2. Click the Delete button to the left of the list or press [Delete].
        3. You are prompted, “Do you wish to delete this record?” Click Yes.
    • Categories/History

      There are three sections on the Categories/History tab:

      • Agency Defined Categories

        Use this section to apply agency-defined codes to an account. For instructions on adding new agency defined categories to the system, see Agency Defined Categories Setup.

        1. To apply a new code to this account, do one of the following in the Agency Defined Categories section:
           • Click the Add button .
           • With focus on the list, press [Insert] on your keyboard.
        2. The Agency Defined Category window displays. Select a Category from the dropdown menu.
        3. Select an Option from the dropdown menu.
        4. If you have more than one code to add, click Add to add the code and keep the Agency Defined Categories window open.

        Click Finish to add the code and close the Agency Defined Categories window.

        Click Cancel to close the Agency Defined Categories window without adding the new category.

      • History
        1. Account Retention shows the date the account was added. This date cannot be revised.
        2. The Data Conversion area pertains to accounts that have been transferred from another system. If this account falls into that category, enter the Date converted or click the down arrow to select a date from the dropdown calendar.
        3. Enter the Prior account ID.
      • Relationships

        1. To add a relationship to the account, do one of the following:

           • Click the Add button .

           • With focus on the list, press [Insert] on your keyboard.

        2. On the Add Relationship screen, you need to first identify the account to which the selected account is related. Make the appropriate selection in the first dropdown box of the search bar:
            

           • Lookup Code

           • Account Name

           • Account Type

        3. Make a selection in the second dropdown menu:
            

           • Equals: If you select Equals, enter the entire lookup code, account name, or account type in the field provided.

           • Contains: If you select Contains, enter at least one letter of the lookup code, account name, or account type in the field provided.

        4. Click Find or press [Enter] to bring up a list of matching accounts.

        5. Click on the appropriate account in the list, and click the down arrow button to move the account to the Selected list. To choose all of the accounts in the list, click the double down arrow button. Press the [Ctrl] or [Shift] key as you click on accounts in the list to choose more than one. To remove an account from the Selected list, click on the account and then click the Delete button to the left of the list.

        6. Choose the appropriate relationship Type.

        7. Choose the Role of the account that you are editing.

        8. Click Finish to add the new relationship.

        Click Add to add the new relationship and apply another.

         

        Click Cancel to close the window without saving any changes.

       
19. When you have made the desired changes, do one of the following:
    • Click Save on the options bar.
    • Click File > Save on the menubar.