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Use the Main tab of the Vendors screen to enter general information about the client's vendor, such as identification information, addresses and phone numbers, additional contacts, and payment preferences.

Choose Setup > Vendors and click the Main tab.

Fields & buttons

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 pay, 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 Location finder button button) to enter the city, state, and ZIP code.

Notes

  • You can enter up to three addresses - Business, Home, or Other - by clicking the Selection Selection button button to select one of the options.
  • Specify an address as the mailing address by marking the Mailing address checkbox. Only one address can be designated as the mailing address, which is the address used on check payments that use the Mailing address variable. All checks issued to pay open liabilities use this Mailing address variable.
  • If any direct deposit allocation has the International format selected on the Direct Deposit tab for this vendor, all fields in the Addresses section must be completed before the vendor record can be saved. Entries in the State and ZIP fields are required only for those countries to which they apply.

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 Selection button button.

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

Note: Once you enter information here, clicking the Email Email button button will open your default email client with this address in the To: line and clicking the Website Website button button will automatically open the specified website using your default browser.

To enter additional contact information for the vendor, open the Additional Contacts screen by clicking the Ellipsis button 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 Check, Direct Deposit, or Payment (for payments made outside of the application) as the preferred method of payment for this vendor.

  • 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.

Note: The payment method selected for the vendor determines whether a check or direct deposit payment is created when a payment is entered in the Actions > Enter 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.

EFTPS PIN. Enter the client's taxpayer PIN, which is provided by the IRS once the client is enrolled in EFTPS. This PIN will print on the EFTPS Phone Payment Worksheet and the EFTPS Payment Worksheet. Batch filers: The client PIN goes here in the EFTPS PIN field. Do not confuse this with your Master PIN, which is entered in the Setup dialog, accessed from the Process EFTPS screen. For information about enrolling in EFTPS and creating batch files, see the Getting started with EFTPS topic. 

Notes

  • If a valid bank account is selected in the Bank account field and the Always use payroll bank account for payroll liabilities checkbox is not marked, all liabilities will be paid from that account.
  • If a valid bank account is selected in the Bank account field and the Always use payroll bank account for payroll liabilities checkbox is marked, payroll liabilities related to a printed payroll check will be paid from the same bank account as payroll and all other liabilities will be paid from the bank account specified in the Bank account field.
  • If the Bank account field is left blank and the Always use payroll bank account for payroll liabilities checkbox is not marked, payroll liabilities will be listed in the Payroll Liabilities tab of the Print Checks screen grouped by client with no entry in the Bank Account column. If you attempt to print checks from this group, you will be prompted to select a bank account.

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.

Related topics

Setting up vendors

Setting up tax agents

Payroll agent overview

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