Edit Vendor Detail

1. Access the Accounts area and locate the vendor in question.
   1. To access Accounts from the Home screen, do one of the following:

   1. • 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 Locate 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 Locate on the options bar.

   2. In the Locate account dropdown menu, select Vendor.
   3. In the Locate by dropdown menu, select the appropriate option.
   4. Select the suitable checkbox or checkboxes to the right.
      • Active
      • Inactive
   5. Enter the first few letters of the name, lookup code, phone number, etc. (depending on the selection in the Locate by dropdown menu) and press [Enter] or click Locate.
      
      Note: Location by phone number searches all phone numbers associated with client and contact accounts (e.g., residential, mobile, fax).
   6. The Results list displays all of the accounts that match the criteria you entered. Click on a column heading to sort the list by that category. For example, click the Last Name column heading to sort by last name in ascending order. To sort in descending order, click the Last Name column heading again.
2. Highlight the desired Vendor in the Results list and do one of the following:
   • Click the Edit button to the left of the list.
   • Click File > Open on the menubar.
   • Click Account Detail on the navigation panel.
   • Double click the vendor.
   • Press [Ctrl]+O.
   • Press [Enter].
3. The Vendor Detail screen displays. The Account section displays the Account name and Lookup code. For information on capitalization settings that may be applied to proper names automatically, click here.
   
   The Do not purge checkbox indicates whether attachments for this account are exempt from the Attachment Purge utility. When this box is checked, the account’s attachments are excluded from the purge even if they meet the purge criteria.
   
   The screen contains the following tabs:
    
   • Account

     The Account tab contains the following sections:

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

       

       2. The Country defaults to United States of America.
       3. Optionally revise the Description for the 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.

       5. 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 number.
          
          For international phone numbers, tab to or click in the Number field. Click on Country and select the correct country in 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 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 website displays in your browser.

     • 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 Expiration 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.
     • 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 to display the structure 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 associated to the account. Click Select All to choose all 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 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 Expiration 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 structure.

       To remove an agency defined category from the list, click the Delete button or press [Delete] on your keyboard. You are prompted, "Do you wish to delete this record?" Click Yes.

     • 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 first need to identify the account to which the selected account is related. Make the appropriate selection in the first dropdown menu 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.

       Note: 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 correct account and then click the Delete button to the left of the Selected list.

       6. Choose the 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.

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