What This Screen Shows
- This screen allows the user to view and edit a vendor masters.
Vendor Master Maintain Screen
- Two routes:
- Procurement → Vendor Payments → Vendor Master
- Procurement → Vendor Payments → Query → Vendor Master
- The table below describes the various fields on each tab.
Top of Screen
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Vendor ID | — | — | ♦ | Unique ID for this vendor (cannot change without using Change Vendor ID process) |
| Vendor Name | — | — | ♦ | Name of vendor; prints on checks |
| Remarks | ♦ | — | — | Optional remarks pertaining to vendor; if the vendor is merged with another vendor, the message Merged with VENDOR ID on MM/DD/YYYY displays in field |
| Links to URL | ♦ | — | — | Enter the web address for this vendor; to access the web address, click on the adjacent globe |
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 |
|---|---|---|---|---|
| Active Vendor flag | — | ♦ | — | True if vendor is currently in use |
| Payroll Vendor flag | ♦ | — | — | True if vendor is a Payroll Withholding Vendor |
| Catalogue Vendor flag | ♦ | — | — | True if vendor is used for purchasing cataloged items; pertains to customers with inventory control |
| Default Check Detail | — | ♦ | — |
|
| Credit Card Vendor flag | ♦ | — | — | True if vendor is a Credit Card vendor |
| Employee Vendor flag | ♦ | — | — | True if vendor is an employee requiring expense reimbursement |
| RFP Vendor flag | ♦ | — | — | True if vendor requires Request for Proposal Vendor (future enhancement) |
| Has Student Contact | ♦ | — | — | True if vendor is authorized to have direct contact with students on school property during regular school hours or during school-sponsored activities while providing services |
| One-Time Vendor | ♦ | — | — | True if paying vendor only one time; allows ranging on One-Time Vendors if purging at year-end |
| Minority Vendor | ♦ | — | — | True if vendor considered a minority vendor; certain reports provide Criteria Selection flags allowing selection of minority or non-minority vendors |
| E-Rate Eligible | ♦ | — | — | The federal government has a program that allows school divisions to receive a discount on telecommunication services (based on a formula using the percentage of students in the free and reduced lunch program); the E-Rate field will facilitate reporting payments to such companies |
| Female Vendor | ♦ | — | — | True if business is owned by a female vendor |
1099 Info Tab
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Default 1099 Payment | ♦ | — | — | True if this is a 1099 Vendor; vouchers added for this vendor, default as 1099 but can be changed to non-1099 at time of adding (or before distribution); allows flexibility of adding 1099 vouchers and non-1099 vouchers for the same vendor |
| Tax ID Number (TIN) | ♦ | — | — | Federal Identification Number or the Social Security Number |
| SS Number flag | ♦ | — | — | True if the Tax ID (TIN) is a Social Security Number |
| Vendor 1099 Master | ♦ | — | — | Click to view 1099 Masters for the selected vendor; the most current 1099 Master defaults; change the Calendar Year to see previous year 1099s |
| Default 1099 Type | ♦ | — | — | The selected 1099 Type defaults when adding 1099 vouchers for this vendor; type can be changed here or when adding vouchers (or before distribution) |
| 1099 Individual's Name | ♦ | — | — | Required if vendor is a business and the TIN is a Social Security Number; should be entered as last name first name so that the Load 1099 process will create correct Name Control on the FORM 1099-MISC; change if necessary |
| W-9 on File flag | ♦ | — | — | Set to true once the Form W-9 is on file from this vendor |
SAVE Program (Systematic Alien Verification for Entitlements Program)
E-VERIFY Tab - Fields to facilitate use of E-Verify, an internet-based system operated by U.S. Citizen ship and Immigration Services (USCIS) in partnership with the Social Security Administration, to determine eligibility for the vendor to work in the United States. Registration for the program can be accessed from Vendor Payment's Setup Submenu. All registering users must provide: Name, Phone Number and Email Address.
SAVE Program (Systematic Alien Verification for Entitlements Program) - The SAVE Program is an inter-governmental initiative designed to aid benefit-granting agencies in determining an applicant's immigration status, and thereby ensure that only entitled applicants receive federal, state or local public benefits and licenses. The program is an information service for benefit-issuing agencies, institutions, licensing bureaus and other governmental entities. It is important to note that the SAVE Program does not make determination on any applicant's eligibility for a specific benefit or license. The SAVE Program does not verify status for employment.
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| E-Verify Number | ♦ | — | — | Number assigned from E-Verification process |
| Authorization Date | ♦ | — | — | Date of E-Verification |
| E-Verified flag | ♦ | — | — | Once the verification process is complete, set the E-Verified flag to true; the verified by and date default for convenience |
| E-Verified By | ♦ | — | — | Once the verification process is complete, set the E-Verified flag to true; the verified by and date default for convenience |
| E-Verified Date | ♦ | — | — | Once the verification process is complete, set the E-Verified flag to true; the verified by and date default for convenience |
| E-Verify Button | ♦ | — | — | Click to access the USIC E-VERIFY program website (Employement Eligibility Verification) |
| SAVE Program flag | ♦ | — | — | If SAVE Program is used, once complete, set the flag to true |
| SAVE PROGRAM button | ♦ | — | — | Use to access the USCIS SAVE program website |
| 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. |
Insurance Tab - Documents such as the W-9 and certificates of insurance can be scanned (or otherwise saved as a test 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)
NOTE: Certificate of Insurance fields are only available with Software Bundle VP14
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Insurance Required flag | ♦ | — | — | Set flags appropriately |
| Certificate of Insurance on File flag | ♦ | — | — | Set flags appropriately |
| Certificate Effective Date | ♦ | — | — | Enter applicable dates |
| Certificate Expiration Date | ♦ | — | — | Enter applicable dates |
EFT INFO TAB
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Insurance Required flag | ♦ | — | — | Set flags appropriately |
| Electronic Transfer | ♦ | — | — | True if vendor is paid by an electronic transfer file |
| Direct Draft by Vendor | ♦ | — | — | True if vendor is paid via a direct draft from the organization's bank account; the Electronic Transfer flag must also be true |
| ACH Active | ♦ | — | — |
|
| Vendor Transmittal Routing Number | ♦ | — | — | Vendor's bank routing number; not required for Direct Draft |
| Checking Account flag | ♦ | — | — | TRUE indicates vendor account as a checking account; FALSE indicates a savings account; not required for Direct Draft |
| Account Number | ♦ | — | — | Vendor's bank account number; not required for Direct Draft |
Default Account Tab - When adding vouchers, if the selected vendor is setup for default account codes, the Use Vendor's Default Codes will default to true and the accounts populate. Can be set to false and accounts overwritten.
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Default Account Type | ♦ | — | — | Expenditure, revenue or balance sheet |
| Default Journal | ♦ | — | — | Select the appropriate Journal ID |
| Default Account Code | ♦ | — | — | Select the appropriate account |
| Default Debit Code | ♦ | — | — | Select the appropriate account |
| Vendor Transmittal Routing Number | ♦ | — | — | The vendor's routing number from the bank, not required for Direct Draft |
Vendor Self Serve Tab - When using the vendor self serve portion of Open Self Service, this tab will be available
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| VSS User ID | ♦ | — | — | Unique ID assigned to the vendor |
| Reset Password | ♦ | — | — | Provides process to set the vendor password back to a default password |
| VSS Email | ♦ | — | — | Email address used when automated Vendor Self Serve messages are sent to vendor |
Status Tab
| FIELDS | Opt. | Rec. | Req. | Description |
|---|---|---|---|---|
| Created By | — | — | ♦ | The user who created the vendor master |
| Created Date | — | — | ♦ | The date the vendor master was created |
| Created Time | — | — | ♦ | The time the vendor master was created |
| Last Modified By | — | — | ♦ | The user who last modified the vendor record |
| Modified Date | — | — | ♦ | The date the vendor master was last modified |
| Modified Time | — | — | ♦ | The time the vendor master was last modified |
| Opt. = Optional Rec. = Recommended Req. = Required | ||||
Vendor Master Buttons
| FIELDS | Description |
|---|---|
| Add Vouchers | Click to add direct vouchers for the selected vendor |
| Merge Vendors | Click to combine the selected vendor (Current Vendor) with another existing vendor (Merge to Vendor);aAll invoices and vouchers associated with the Current Vendor will be added to the Merge Vendor and then marked for deletion |
| Addresses | View, change and or add addresses. NOTE: 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 |
| Invoices | Click to view a list of invoices for the selected vendor; invoices contain:
|
| Vouchers | View a list of vouchers |
| Recurring Vouchers | View a list of recurring vouchers |
| Calendar Years | View calendar year amounts for gross and 1099; updated by distribution |
| Fiscal Years | View fiscal year amounts for gross and 1099; updated by distribution |
| Documents | View a list of documents archived for selected vendor |
| Attach Documents | Allows attaching scanned documents to the selected invoice (if your organization has Level 3 of F.A.S.T. [Archive Module]). |