In the Identification section, enter the following information.

• ID. Enter either a unique identifier for the vendor or leave this field blank. The vendor ID and vendor name combination must be unique for each vendor, thus you can use the same vendor name for multiple vendors as long as they are each assigned a unique ID.
• EIN/SSN. Enter the vendor EIN or Social Security number. This should be nine digits formatted either as XX-XXXXXXX or XXX-XX-XXXX. If you enter the digits with no dashes, the application will automatically use the first of the two formats. The Verified checkbox next to the field indicates whether or not the EIN/SSN has been verified for this vendor.
• Vendor name. Enter the vendor name as you would like it to appear in drop-down lists and on reports. Although the vendor name itself does not need to be unique, the vendor name and vendor ID combination must be unique for each vendor (even if the ID is blank). In other words, you can use the same vendor name for multiple vendors as long as they are each assigned a unique ID.
• DBA name. Enter the vendor's Doing Business As (DBA) name if it is different than the Vendor name. You can use the DBA name variable to change the payee name for vendor checks or 1099 form layouts, if need be.

  Note: Many companies are incorporated under a different name than the name they use to conduct business on a regular basis. The name they use with their customers is the DBA name. This may be the same name you have entered in the Vendor name field.

• Account. Enter the reference number assigned by the vendor, if applicable.
• Inactive date / Inactive reason. To identify the vendor as inactive, specify the inactive date 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.

  Notes

  • 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.
  • You can press CTRL+S in the Inactive reason field to save the text and make it available for selection for other inactive vendors.
• Vendor type. Select the appropriate vendor type from the drop-down list
  • 1099 Recipient. Choose this option if the vendor will receive a Form 1099.
  • Payroll Agent. Choosing Payroll Agent makes this agent available for deduction and employer contribution items in the Agent field drop-down list in the Main tab of the Payroll Items screen.
  • Tax Agent. The Tax Agent vendor type is automatically assigned by the application for vendors that are added to the client based on applicable tax jurisdictions. Tax Agent cannot be selected from the Vendor type drop-down list when adding a new vendor or editing an existing vendor.
  • Trade. Choose this option if the vendor is one from whom you routinely purchase goods and/or services, but does not require a Form 1099.

In the Addresses section, enter the vendor's address. Use the address verification feature (click the Address Verification  button) to enter the city, state, and ZIP code.

In the Phone and fax numbers section, enter the phone and fax number information for the vendor. You can enter multiple contact phone numbers by clicking the Selection button.

In the Email and web addresses section, enter the vendor's email address and website URL.

To enter additional contact information for the vendor, open the Additional Contacts screen by clicking the button next to the Additional Contacts field while you are in Edit mode. Additional contacts can be viewed on the Vendor List Report.

Bank account. Select the bank account from which to pay liabilities for this vendor. By default, this field is blank for all new vendors.

Always use payroll bank account for payroll liabilities (Available and marked only for payroll agents). When this checkbox is marked, payroll liabilities will always be paid from the same bank account as payroll checks, regardless of the selection in the Bank account field above. If you use more than one bank account to pay various payroll liabilities, leave the checkbox unmarked.

Method. Choose the preferred method of payment for this vendor.

• Check. Produces a paper check.
• Direct Deposit. Creates direct deposit files for both domestic and international ACH files. 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.
• Payment (For payments made outside of the application.) Choose this method when you are paying the liability outside of Accounting CS. As an example, choose Payment if you are using the state’s recommended online payment service and pay the liability online. After the liability check is printed, the liability will be recorded as a Payment type.
  • Include payment worksheet. This checkbox is available only when Payment is selected as the payment method. Mark this checkbox to create a payment worksheet when payroll liabilities are processed for this vendor.

Reminder. Use this field to enter any applicable reminder text about making payments to the vendor. This field is for use as an internal processing reminder, and as such, will not print on payroll checks or stubs. You can, however, choose to include this text on reports by adding the Reminder variable.