What This Process Does


  •  Adds a new vendor master.


Best Practices


  •  Verify that Vendor does not already exist before adding.
  •  Documents such as the W-9 and certificates of insurance can be scanned (or otherwise saved as a text or pdf file) and then attached as a document to the vendor master for organizations who have level 3 of F.A.S.T. (Archive module).
  •  Run the Payroll report called Set Payroll Vendor in Vendor Master (SETPAYROLLVEN) to automatically set the payroll vendor boolean/flag based on the vendor in payroll deduction description codes.
  •  When purging vendors based on activity, payroll vendors should always be excluded as these vendors do not normally have any regular vendor payments vouchers.

Add/Create Vendor Master Screen


  •  Procurement → Vendor Payments → Add Tab → Add/Create Vendor Master


Main Tab


 FIELDS  Opt.  Rec.  Req.  Description
 Individual Flag/First/Last Name  —  ♦  —  Identifies vendor as an individual. If true, enter first and last name. Vendor ID automatically formats as Last, First Name. Vendor Name formats as First Last Name. When saving, the vendor name and address are automatically capitalized
 Vendor Name  —  —  ♦  If individual flag is false, enter vendor's name
 Search Excluded Parties List System button -  Note:  Now called System for Award Management Search (SAM)   —  ♦  —  The Federal Government has replaced the Excluded Parties List System (EPLS) with the System for Award Management (SAM). Agencies receiving federal grants will now have to be registered in SAM.   Registration Directions: Go to www.sam.gov  and create an account by clicking the Create User Account, and following the actions directed on the website. Once you validate that you have access to the email address you provided during the registration process, you will see a message on the user dashboard (My SAM) which reads: Would you like to migrate a legacy system account?  Since EPLS is considered a legacy system, click “yes”to begin the migration process.  You will need your DUNS number and about 30 minutes to complete the process. If you need help call 1-866-606-8220, and then hold for a live person. Be sure to keep your user name and password handy. Please register in SAM as soon as possible. It takes 5 to 10 days after registration to obtain the Entity Overview Form, the document you must provide to DGA. To obtain this form, log onto www.sam.gov, enter your DUNS number in the search bar, and then click on View Details. Print the Entity Overview Form and submit to DGA. SAM registration must be renewed and revalidated at least every 12 months. The Federal Government strongly urges agencies to re-validate registration more frequently.
 Additional Info for Creating Vendor ID  ♦  —  —  Vendor ID formatted based on Information entered in field. The first 14 characters entered plus the first 15 characters of the Vendor Name field are used to create the Vendor ID. If additional info is entered, the address will not be used in the Vendor ID
 Address ID  —  —  ♦  Type of address – Remit, Order, W-9, etc
 Representative  ♦  —  —  Contact at this location
 Address/City/State/Zip/Phone/Email  —  —  ♦  Enter Vendor information - When creating a vendor with an international postal code, use the Address 2 field for the City, Country and Zip Code; if entering all in the Address 2 field, leave City, State & Zip Code fields blank
 Customer Number  —  ♦  —  Number assigned to your organization by this vendor
 URL  ♦  —  —  Vendor's website; URL link is on Vendor Master Maintain Screen
 Remarks  ♦  —  —  Regarding this vendor
 Vendor ID  —  —  ♦  ID formats based on the vendors LAST NAME, FIRST NAME, additional information or address
 Don't Use Address Flag/Override Flag  ♦  —  — Defaults to true based on the setting of the  Vendor Payment GSV, Set to False if want to use the address in the vendor identification

If False the additional information field must be blank, If false, and Individual flag is true, the Vendor ID formats FIRST LAST name

 Add Vendor Voucher  ♦  —  —  Once new Vendor Master is saved, select to Add a Vendor Voucher for the new Vendor.  Add Vendor Voucher screen automatically opens up, if a One-Time Vendor is being Added
 Query Vendor Master  ♦  —  —  Click to query vendor master to verify that the vendor being added does not exist. NOTE: OpenRDA 101 customers must have Software Bundle VP02 to view button
 View New Vendor Master  ♦  —  — Click to view new master and make corrections if necessary;

NOTE: OpenRDA 101 customers must have Software Bundle VP02 to view button

 Addresses  ♦  —  —  Click to view all available addresses; NOTE: OpenRDA 101 customers must have Software Bundle VP12 to view button
 Opt. = Optional  Rec. = Recommended  Req. = Required 


Flags Tab


  •  Note:  Checking the flags on the Flag Tab are for informational purposes (excluding the Default Check Detail flag which is required).   Checking all applicable flags for the vendor allows you to do a Query on specific flags.  For example if you are looking for a minority, female vendor you can query the information and generate a report.


 FIELDS  Opt.  Rec.  Req.  Description
 Default Check Detail  —  ♦  — 
  •  If TRUE, one line of information for each voucher is printed on the check stub; if the number of vouchers exceeds the Body Count, the check will be voided and printing will continue on to the next check stub in order to print all vouchers
  •  If FALSE only one line of information prints on the check stub; this line is SEE ATTACHED LIST FOR CHECK DETAIL; you would use the Print Voucher Advice process to print the voucher information on plain 8 ½ x 11 paper
  •  If you are NOT using the RDA-STANDARD VENCHECK report, do NOT set this flag to FALSE
 Credit Card Vendor flag  ♦  —  —  True if vendor is a Credit Card vendor
 Payroll Vendor Flag  ♦  —  —  True if vendor is a Payroll Withholding Vendor
 Flags Available with Software Bundle VP02 and VP14  ♦  —  —  VP02 Links and Queries and VP14 Vendor Master Booleans Software Bundles are needed for 101 Customers to see additional Flags that are available and for additional software functionality that is associated with those flags.
 Opt. = Optional  Rec. = Recommended  Req. = Required 


EFT Tab


 FIELDS  Opt.  Rec.  Req.  Description
 Electronic Transfer Flag  ♦  —  —  Set to true if paying vendor by electronic transfer or Direct Draft and not by check
 Direct Draft  ♦  —  —  Set to true if vendor drafts your account for payment
 ACH Active / Checking Account / Bank Account Number / Routing Number  ♦  —  —  ACH Active must be true for Vendor to be included in the direct deposit file; If False, payment is by check; Set Checking Account flag to true if vendor's bank account is checking (not savings); Enter the Vendor's Bank Account and routing number; NOTE: Fields not applicable when Direct Draft flag is TRUE
 Opt. = Optional  Rec. = Recommended  Req. = Required 


1099 Info Tab


 FIELDS  Opt.  Rec.  Req.  Description
 Default 1099 / Type  ♦  —  —  Set to true if vendor is a 1099 Vendor; Select the type of 1099 vendor
 Tax ID / SSN / SSN No. Flag  ♦  —  —  Enter the Tax ID; Set the SSN flag to true if applicable
 1099 Individual's Name  ♦  —  —  Name required if vendor is a business and the TIN is social security number
 W-9 on File  ♦  —  —  Set to true if the W-9 has been received from Vendor
 Opt. = Optional  Rec. = Recommended  Req. = Required 


E-Verify Tab


 FIELDS  Opt.  Rec.  Req.  Description
 E-Verified / E-Verified by and date  ♦  —  —  Once verification complete, set the E-Verified flag to true; the verified by and date default for convenience
 E-Verify Button  ♦  —  —  Click to access the Employment Eligibility Verification website
 SAVE Program flag / Button  ♦  —  —  Click to access the Systematic Alien Verification for Entitlements (SAVE) Program; Once complete, set SAVE Program flag to true
 Opt. = Optional  Rec. = Recommended  Req. = Required 


Insurance Tab


 FIELDS  Opt.  Rec.  Req.  Description
 Insurance Required flag / Certificate Dates Default Account Type  ♦  —  —  Set flag to true if applicable; once Certificate of Insurace on file, set flag to tue and effective and expiration dates; the insurance required and certificate fields are only available with software bundle VP14
 Opt. = Optional  Rec. = Recommended  Req. = Required 


Default Account Code Tab


 FIELDS  Opt.  Rec.  Req.  Description
 Use Default Account Codes  —  ♦  —  Flag must be true to enter a Journal ID (if using clearing fund) and default accounts
 Account Code / Debit Code  —  ♦  —  If account type is NOT Balance Sheet, select the default expenditure or revenue account code; if account type IS Balance Sheet, slect the default debit code
 Opt. = Optional  Rec. = Recommended  Req. = Required 


Instructions Tab


 FIELDS  Opt.  Rec.  Req.  Description
 Instructions  —  ♦  —  Instructions for Add Vendor Master Process
 Opt. = Optional  Rec. = Recommended  Req. = Required