Use the Header tab to enter a vendor, specify its status, enter information about the vendor's 1099 requirements, and link the vendor to a time collection expense class. From this tab, you can also select any of the seven subtasks available in the Basic Info flow node.
Use this tab when you set up a vendor and when you need to change critical system information about the vendor. You use this tab to activate a vendor or make it inactive, to authorize or prevent payments to the vendor, and to maintain vendor 1099 settings.
Enter a long name of up to 40 characters for this vendor. This field allows you to provide more detail in the naming of your vendors.
The vendor long name prints on A/P checks, the A/P Prepayment report, purchase orders, requisitions, customer statements, and all bills and invoices.
Select the appropriate option for this vendor.
Selecting Active means that there will be no warning about using this vendor when entering a purchase requisition, purchase order, or voucher.
Selecting Give Warning will cause the purchase order programs to provide a warning when entering a new purchase order or voucher.
Selecting Inactive will prevent you from using this vendor for new purchase orders or vouchers.
Selecting this check box will cause a message to appear when entering a voucher for this vendor but it will not prevent you from entering the voucher. You will be unable to pay vouchers for any vendors for whom this box is checked.
Select this check box if the vendor is an employee.
Enter an alphanumeric code of up to six characters to associate this vendor with a group of vendors.
You can use this field as a sort in the Print/Void AP Checks and in the Print Vendor Information Reports screens.
Enter a customer account or use Lookup. Use this field to relate a vendor to a customer; if you want more information about a vendor with whom you do business, you can examine their customer records.
Use this field for reference purposes - it does not cause any additional processing to occur.
Enter, or use Lookup, to select an employee ID.
Use this field to relate a vendor to an employee. This field is for reference purposes only and does not cause any additional processing to occur.
You can link each employee to one or more A/P vendors.
This non-editable field displays the time collection expense class code that you set up in Deltek Time & Expense (previously Time Collection).
The fields in this group box display the entry user ID and the entry date. These two fields are non-editable.
Use the fields in this group box to set defaults for vendor 1099 types. If you set up information here, the 1099 type you select will default on the voucher lines and those lines will be flagged as 1099 payments.
Select a checkbox if you want to create a 1099 for this vendor. However, you are not required to check the Print 1099 checkbox before entering a tax ID.
Selecting this checkbox will enable you to create and print 1099s for this vendor. This checkbox also sets the 1099 field on the voucher line level to "Y" for this vendor on the Enter A/P Vouchers screen.
Select the type of 1099 payments you made to this vendor. Costpoint supports the following types of Misc-1099s:
Acquisition or Abandonment of Secured Property (1099A)
Proceeds From Broker and Barter Exchange Transactions (1099B)
Dividends and Distributions (1099 DIV)
Certain Government Payments (1099G)
Interest Income (1099 INT)
Original Issue Discount (1099 OID)
Taxable Distributions Received From Cooperatives (1099 PATR)
Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc. (1099R)
Proceeds From Real Estate Transactions (1099S)
Rents (1099MISC, box 1)
Royalties (1099MISC, box 2)
Other (1099MISC, box 3)
Medical (1099MISC, box 6)
Non-employee Compensation (1099MISC, box 7)
Enter the tax ID for this vendor. We recommend that you enter the vendor's tax ID before issuing payment to the vendor. Currently, you are allowed to withhold a portion of the amount owed if you do not have a valid tax ID.
You will be required to enter a password in this field if you make changes to the following: vendor address, pay vendor, vendor long name, active flag, or the bank account number.
This non-editable field displays only if the Requires Approval check box in A/P Settings is selected. It displays the vendor's approval status as specified for this vendor in the Approve Vendors screen.
The system sets the default approval status for new vendors to Pending.
* A red asterisk denotes a required field.
Changes to this screen update the VEND (Vendor) table.