Setting up vendors
About vendors
- From the Setup
menu, click Vendors.
- Click the New
button.
- Enter the following information
on the General tab:
Name
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Type the vendor name.
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Vendor type
|
Enter the vendor type.
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Department
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unavailable in ajeraCore unless you have the Departments add-on
The department that you want to appear on an invoice distribution for
nonproject entries. You can change it on the vendor invoice.
|
Account
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The account that you want to appear on an invoice distribution for nonproject
entries. You can change it on the vendor invoice.
|
Date established
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Enter the date when you started doing business with a vendor.
|
Company
|
Multi-company only.
Select the company in your organization associated with the vendor if the vendor type is Credit Card or if the vendor works exclusively with that company. Ajera automatically selects the company in tasks involving the vendor to save you time.
Otherwise, leave this field blank.
|
Calculate payment date by
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Select an option for calculating the due date, as follows:
Day of the month
|
Assign the due date to a day of the month.
|
Number of days
|
Assign the due date based on a specified number of days after the invoice
date.
You specify the number of days in the Number of Days from Invoice Date
field.
|
None
|
Not automatically assign a due date.
|
|
Number of days from invoice date
|
If you selected Number of Days in the Calculate Payment Date By field,
type the number of days from the invoice date you want to use to calculate
the due date.
|
Day of the month to pay
|
If you selected Day of the Month in the Calculate Payment Date By field,
type the day of the month as a number of 1 through 31.
|
Account ID
|
Account number associated with this vendor
This account ID will print on vendor checks.
|
Phone numbers
|
Type phone numbers for the vendor. To the right of a phone number, type
a description of it, such as cell phone, office phone, emergency only, and so on.
|
Fax
|
Type the vendor's fax number. To the right of it, type any notes about
it.
|
Email
|
Type the vendor's email address.
|
Website
|
Type the vendor's website address.
|
- Click the Address
tab.
- In the address box, enter
address information in the first line and additional information in the
other lines, as needed. For example, you might enter the street address
in the first line and a building number and suite number in the remaining
two lines. Enter the city, state, zip, and country.
- If you want to enter a mailing
address that is different from the address you just entered, clear the
Same as address check box. Type
the mailing address.
- Click the 1099
Info tab.
- If the vendor receives a Form 1099-MISC , select the Receives 1099
form check box, and complete the remaining fields on the tab:
Form type
|
Enter the type of 1099 form that the vendor receives.
|
Recipient ID
|
Type the federal ID number of the vendor.
|
Recipient name
|
Ajera automatically prints the vendor name (which you entered on the
General tab) in the recipient's name box on the 1099 form.
If you enter a name here, Ajera prints it on the first line. On the
second line, it prints the vendor name prefaced with DBA. For example,
the Vendor Name is Meier Consultants and the Recipient Name is Bill Meier.
The 1099 form Recipient’s name box contains:
Bill Meier
DBA Meier Consulting
|
1099 Override: Reported amount
|
If you want to print a specific amount on the 1099 form for this vendor
instead of the amount Ajera automatically calculates, type it here.
|
1099 Override: Federal tax withheld
|
If you want to print a specific amount for Federal income tax withheld
on the 1099 form for this vendor, type it here.
|
Note: |
If you need to print more than one type of 1099 form for a vendor, set
up a separate vendor for each 1099 form type that the vendor requires. |
- If you received a from the vendor, click the W9 form received
check box. In the W9 Business Type field, select the vendor's type of
business. If you selected Other, type the vendor's business type in the
W9 Other Description field.
- If you want to track insurance
for a consultant, click the Insurance
tab and follow the instructions for tracking
consultant insurance.
- Click the Contacts
tab. Enter up to five contacts for this vendor. In the field directly
below each contact name, type a description or any notes about the contact.
For example, you might enter something like: Only in the office on Wednesdays.
-
Click the Attachments
tab and add attachments, by linking to related files. A linked file must be in a shared location for other
people to open it (for example, on a shared network or a website).
- Click
the Notes tab, and type any notes
about the client.
- Click Save.
- To enter additional vendors,
repeat these instructions starting with Step 2.
- Click Close.
See also
Copying a vendor
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