Setting up vendors

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Change to CS Support service hours

Our Support department is closed on Friday, April 28th for a company event. However, limited Accounting CS phone support is available on that date from 9 AM - 5 PM ET due to the approaching deadline for quarterly payroll tax forms.

Links to our most popular payroll tax processing topics are available in the Alerts and notices section on the right side of most pages.

The Vendors screen contains basic identification and address information, liability information, and electronic payment information, for clients' vendors and agents. The vendor list on the left side of the screen changes depending on the client currently selected. By default, the application automatically lists agents for a client's federal and state liabilities as well as any local tax liabilities you have added for processing (via the Setup > Tax Agents screen).

To add vendors or agents that a client is paying for services rendered (for lawn care, supplies, and the accounting firm, etc.) or for whom they are deducting funds from an employee (health and life insurance plans, friend of the court, etc.), follow these steps.

  1. Choose Setup > Vendors and click the Add button.
  2. In the Identification section of the Main tab, enter the ID, EIN or SSN, vendor name, DBA name, and account (if applicable).
  3. Select the appropriate vendor type (1099 Recipient, Payroll Agent, or Trade) from the Vendor type drop-down list. Then, if this vendor should be excluded from the client's fee calculations, mark the Exclude from fee calculations checkbox.
  4. In the Addresses section, enter the address information for the vendor.

    Notes

    • Click the Location finder button button to use the Address verification feature to enter the city and state or ZIP code.
    • You can enter up to three different address types (Business, Home, Other) by clicking the Selection Selection button button to select one of the options.
    • For the appropriate address type, mark the Mailing address checkbox specify it as the mailing address.
  5. In the Phone and Fax Numbers section, enter the phone and fax number information for the vendor.

    Note: You can enter multiple phone numbers for the vendor by clicking the Selection Selection button button.

  6. In the Email and Web Addresses section, enter the vendor's email address and website URL, if applicable.

    Note: After information has been entered, you can click the Email Email button button to open your default email client with this address in the To: line and click the Website Website button button to automatically open the specified website using your default browser.

  7. In the Additional Contacts section, click the Ellipsis button button to open the Additional Contacts dialog and enter additional contact information.
  8. In the Payment Preferences section, specify how payments are to be made for this vendor. You can choose Check, Direct Deposit, (for applicable state tax agents) Internet or Electronic, EFTPS (for federal tax agents only), or Payment (for payments made outside of the application) as the preferred method of payment for this vendor.

    Notes

    • The payment method selected here determines whether a check or direct deposit payment is created when a payment is entered in the Bank Account Transactions screen for this vendor. To create a direct deposit allocation, the payment method must be specified here as Direct Deposit and valid direct deposit information with Approved status must be entered in the Direct Deposit tab of the Vendors screen. Otherwise a check is created.
    • When Payment is selected as the payment method, you can mark the Include payment worksheet checkbox to create a payment worksheet when payroll liabilities are processed for this vendor.
  9. For vendors that are agents, click the Agent tab and enter the appropriate information.
  10. To set up transaction template data, including 1099 form/box data and distributions, click the 1099 Properties tab and the Distributions tab and enter the appropriate information.
  11. For vendors that are to be paid via direct deposit, click the Direct Deposit tab and select or enter the necessary information.

Notes

  • To specify that a vendor is inactive, select the appropriate date in the Inactive date field and, optionally, enter the reason for the inactive status in the Inactive reason field. If you enter an inactive date, this vendor will not be available for selection in the Actions > Enter Transactions screen for transactions with a date that is on or after this inactive date, or for transactions with no date if the inactive date is before today's date.
  • To reactivate an inactive vendor, mark the Include inactive checkbox to display all vendors, select the vendor (which will display with italic font in the Vendors list), clear the Inactive date field, and then click Enter.

See also

Client setup overview

Setting up tax agents

Payroll agent overview

State and local ACH/EFT payment information

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