Merging vendor information for a CBS client

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When merging vendor information for a CBS client, keep in mind that there are a few differences between CSA and CBS vendors.

  • CBS does not maintain a list of 1099 items to track vendor totals.
  • CBS maintains a single, default 1099 item that is set to be the first 1099 item in the CSA vendor's 1099 distribution list.
  • CBS CheckWriter forces all vendors to be 1099 vendors, and any non-1099 vendors from CSA are simply ignored by CBS - except if the Allow non-1099 vendors checkbox is marked on the CheckWriter tab of the Setup > Miscellaneous Information dialog in Accountant.s Assistant.

Information transferred to CBS and effect on client files

CSA data from Setup > Vendors window

Selected vendors are transferred (based on the type selections in the CheckWriter tab of the Setup > Miscellaneous Information dialog in Accountant's Assistant). New vendors are merged into CBS.

1099 vs. non-1099 vendors

  • CBS CheckWriter forces all vendors to be 1099 vendors and any non-1099 vendors from CSA are simply ignored by CBS - except if the Allow non-1099 vendors checkbox is marked on the CheckWriter tab of the Setup > Miscellaneous Information dialog in Accountant's Assistant.
  • If the accountant changes the setting for the Allow non-1099 vendors checkbox from marked to unmarked, the import into CBS updates the CheckWriter vendor information as follows:
    • PayCheck vendors are excluded from the update process so that the total payroll liability continues to be recognized. (The 1099 and PayCheck properties are mutually exclusive.)
    • All non-PayCheck vendors in CBS CheckWriter are marked as 1099. (Non-1099 vendors in CBS Accounts Payable are not affected.)
    • The vendor default 1099 item is not affected.
    • If none of a vendor's existing distributions are currently marked as 1099 and the Allow Selection of 1099 Item checkbox is not marked, all distributions are flagged during the export process to <Acct Def> (for "Accountant Default").
    • If none of a vendor's existing distributions are currently marked as 1099 and the Allow Selection of 1099 Item checkbox is marked, all distributions are flagged during the export process to the vendor default 1099 item (if provided) or to the CBS default 1099 item if the vendor has no default 1099 item. If there is no CBS default 1099 item, the distribution is set to <NEC> (for "Nonemployee Compensation").

Import of new vendors from CSA

  • CBS imports new vendors from CSA unless prohibited by the current setting of the Allow non-1099 vendors checkbox.
  • In CBS, a vendor can have both a vendor name (which must be unique) and a payee name (which does not need to be unique and can be blank. The CSA vendor name is copied into both the vendor name field and the payee name field in CBS.

Update of existing vendor information in CBS

  • CBS updates existing vendors based on data imported from the accountant only if the Allow Selection of 1099 Item checkbox is marked.
  • The CBS vendor default 1099 item is set to the first item in the CSA vendor's 1099 distributions. The CBS default item is cleared if there are no 1099 distributions for that CSA vendor.

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Information transferred from CBS and effect on accountant's files

Vendor data exported from CBS CheckWriter

New 1099 vendor records added by the client and existing 1099 vendor records changed by the client overwrite corresponding 1099 vendor records in CSA when you transfer the data.

If the client deleted any vendors, you will need to delete them manually from CSA. (Be sure to print a copy of the Vendor Diagnostics Report from the File > Print Reports dialog prior to transferring the data from Accountant's Assistant to CSA.)

When transferred to CSA, the default 1099 form assigned in the CheckWriter tab of the Miscellaneous Information dialog is used for the Vendor setup in CSA if a 1099 item is not already assigned to the vendor in CSA and was not assigned in CBS and the Agent and/or Other checkboxes are marked. Data for non-1099 vendors may be retrieved if the option to allow non-1099 vendors for CheckWriter is specified on the CheckWriter tab of the Setup > Miscellaneous Information dialog in Accountant's Assistant.

CSA calculates the 1099 check amounts for a vendor based on the actual transactions retrieved from the client's export data. (Note: For client data retrieved from a CBS version prior to 2004.1.0, the transaction total is compared to the CBS vendor total and any discrepancy is entered as an adjustment in the 1099 Distributions grid in CSA.)

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Vendor data exported from CBS AP

Only 1099 AP vendors are retrieved.

If your client deleted any vendors, you must delete them manually from CSA; they are not automatically deleted.

Merging of information for existing vendors in CSA

  • The CBS vendor data overwrites the CSA vendor data for fields that are common between the two applications. However, if no data exists for one or more fields in CBS, the corresponding fields in CSA are not overwritten.
  • The CBS Payee name on the transactions is used as the Transaction Description in CSA.
  • The Vendor Payee Name (used as the default on transactions) is written into the CSA Vendor Alternate Name field if blank.
  • During retrieval, the amounts in the CSA 1099 distributions are automatically recalculated to include the newly transferred CBS transactions. The order of the CSA 1099 items maintains the first item as the Vendor Default form type, and the CBS vendor's distributions completely replace the CSA vendor's standard check entries. CSA displays a confirmation prompt at the start of the retrieval to show your currently selected default 1099 item.

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