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Header Tab

Use this tab on the Manage Vendors screen 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.

Contents

Field Description
Long Name

Enter the vendor's long name. The name you enter can be used to provide more detail about the identity of the vendor. This name prints on Accounts Payable checks, purchase orders, requisitions, customer statements, and all bills and invoices.

If you tab through this field without entering a long name, or try to save when this field is blank, Costpoint populates it with the vendor name.

Vendor Website

Enter the vendor web site.

Vendor Status

Select the appropriate status option for this vendor.

Field Description
Active

If you select this option, no warning displays about using this vendor when entering a purchase requisition or purchase order.

Give Warning

If you select this option, Costpoint displays a warning when you enter a new purchase order.

Inactive

If you select this option, Costpoint prevents you from using this vendor for new orders and Accounts Payable vouchers.

Hold Payments

Select this check box to indicate that this vendor's status is on hold when entering A/P vouchers.

Active SAM.gov Exclusion

This check box displays only in Table view. If selected, it indicates that the vendor is on the exclusion list in SAM.gov.

Payroll Vendor

Select this check box to indicate that the vendor can be used when creating Accounts Payable vouchers that pay payroll liabilities.

GovWin IQ Company Information

This group box is visible only if you are configured for GovWin IQ to Costpoint Vendor integration.

Data in this group box is updated for a vendor every time you run the Import GovWin IQ Vendor Data application for a range of records that includes that vendor (provided that the Do Not Refresh check box is not selected for that vendor), or when you click the Refresh from IQ button in this group box.

Attention: For details on the source data and vendor fields updated by the GovWin IQ integration, see the field mapping information here:

GovWin IQ Integration Setup Guide

Field Description
GovWin IQ Company ID

Enter the vendor's company ID in GovWin IQ. You can find this on the URL path when you open the Teaming tab of a company profile in GovWin IQ. You can modify this field for a vendor, but the ID must be a unique value within Costpoint.

Note, however, that if this vendor record has been refreshed or updated from GovWin IQ, changing or deleting the value in this field will prevent any future refresh from GovWin IQ to this vendor record. Any exclusion information related to this vendor will also be deleted.

If you already deleted the GovWin IQ company ID for this record but the company profile in GovWin IQ is still marked for import into Costpoint, the GovWin IQ company will be added as a new prospective vendor in the CRM & Contracts domain the next time you run the integration process. You must unmark the company in GovWin IQ if it no longer needs to be interfaced with Costpoint.

Do Not Refresh

This check box is enabled only if a value exists in GovWin IQ Company ID and is disabled for new vendor records.

Select this check box to exclude this vendor record from being updated from the GovWin IQ company profile when the GovWin IQ to Costpoint Vendor integration process is run. Selecting this check box also disables the Refresh from IQ button. You can select or clear this check box at any time.

Refresh from IQ Click this button to update the vendor data from the GovWin IQ company profile. This button is enabled only when the Do Not Refresh check box is not selected.
Last GovWin IQ Synch This field displays the date this record was last updated by the GovWin IQ to Costpoint Vendor integration process.
Last GovWin IQ Analyst Update This field displays the date that an update was made to the company profile in GovWin IQ.

Subcontractor Management

Note: This group box is enabled if your organization is licensed for Subcontractor Management.
Field Description
Subcontractor

Select this check box if the vendor is a subcontractor.

Vendor Employee Approval Group

Enter, or click to select, the Vendor Employee Approval Group where the subcontractor belongs. The list in the lookup comes from the Manage Vendor Employee Approval Groups screen.

Note: This field is enabled when you select the Subcontractor check box.
Vendor Group

Enter an alphanumeric code to associate this vendor with a group of vendors. The Print/Void Checks screen uses the vendor group for organizational purposes when printing checks.

Customer Account

Enter, or click to select, a customer account. You can use this field to relate a vendor to a customer so that, if you want more information about a vendor, you can look at their customer records. This field is used for reference purposes only and does not cause any additional processing to occur.

Employee

Enter, or click to select, an employee ID. You can use this field to relate a vendor to an employee. The ID is used if either the Add/Update Vendor on Add/Update of Employee or the Update Vendor EFT Info on Update of Employee Bank Account, or both check boxes on the Configure Vendor Settings screen are selected. You can link each employee to one or more Accounts Payable vendors.

DUNS Number

Enter the Data Universal Numbering System (DUNS) number of the vendor.

Note: The UEI is the official identifier used by vendors transacting with the government. DUNS is retained for historical purposes and commercial needs only.
UEI Number

Enter the Unique Entity Identifier (UEI) number of the vendor that is generated in the System for Award Management (SAM.gov).

If you enter a new record in the Addresses subtask, the UEI Number for that address defaults to the value of this field. For existing vendor addresses, modifying this field does not affect the UEI Number in the Addresses subtask.

Note: Entering uppercase 'O' or 'I', and entering zero (0) as the first character are not allowed.
CAGE Code

Enter the Commercial and Government Entity (CAGE) code of the vendor.

If you enter a new record in the Addresses subtask, the CAGE Code for that address defaults to the value of this field. For existing vendor addresses, modifying this field does not affect the CAGE Code in the Addresses subtask.

Time Collection Expense Class

This field displays the Time Collection Expense class code that you set up in Time & Expense.

Exclusion Banner

If the Active SAM.gov Exclusion check box displays as selected, this field, in Table view, displays information about the exclusion for the vendor, including the exclusion type and active and termination dates.

In Form view, the information displays in a read-only banner on the screen when a vendor is on the exclusion list. The message also includes the type of the exclusion as well as the active and termination dates of the exclusion.

The exclusion data that displays comes from GovWin IQ, and it is updated every time the GovWin IQ to Costpoint Vendor integration is run. Note, however, that the exclusion data displayed on this screen may not be a complete representation of exclusions.

1099s

Field Description
Print 1099 Form

Select this check box to create a 1099 for this vendor. You are not required to select this checkbox before entering a tax ID. Selecting this check box enables you to create and print 1099s for this vendor using the Create 1099 Information and Print/Create 1099s and Magnetic Media screens. This check box also sets the 1099 column on the voucher line level to be selected for this vendor on the Manage Accounts Payable Vouchers screen.

Type

From the drop-down list, select the type of 1099 payments made to this vendor:

  • Acquisition or Abandonment of Secured Property (A)
  • Proceeds From Broker and Barter Exchange Transactions (B)
  • Dividends and Distributions (DIV)
  • Certain Government Payments (G)
  • Interest Income (INT)
  • Original Issue Discount (OID)
  • Taxable Distributions Received From Cooperatives (PATR)
  • Distributions From Pensions, Annuities, Retirement or Profit-Sharing Plans, IRAs, Insurance Contracts, etc. (R)
  • Proceeds From Real Estate Transactions (1099 S)

Costpoint supports and prints the following types of 1099s:

  • Rents (RENT): shown in 1099-MISC, box 1
  • Royalties (ROYAL): shown in 1099-MISC, box 2
  • Other Income (OTHER): shown in 1099-MISC, box 3
  • Federal Income Tax Withheld (FED): shown in 1099-NEC, box 4
  • Federal Income Tax Withheld (FEDMIS): shown in 1099-MISC, box 4
  • Fishing Boat Proceeds (FISH): shown in 1099-MISC, box 5
  • Medical and Health Care Payments (MED): shown in 1099-MISC, box 6
  • Non-employee Compensation (NONEMP): shown in 1099-MISC, box 7
  • Substitute Payments in Lieu of dividends or interest (DIVD): shown in 1099-MISC, box 8
  • Direct Sales (SALE): shown in 1099-MISC, box 9
  • Crop Insurance Proceeds (CROP): shown in 1099-MISC, box 10
  • Gross Proceeds Paid Attorney (GATT): shown in 1099-MISC, box 14
Tax ID

Enter the tax ID for this vendor. Deltek recommends that you enter the vendor's tax ID before issuing payment to the vendor. Currently, you can withhold a portion of the amount owed if you do not have a valid tax ID.

This field displays the tax ID depending on the suppression settings on the Manage Users screen.

This table describes how the suppression settings are applied to this field:
Suppress SSN Suppress AP Tax ID Result
Cleared Cleared The Tax ID displays and is editable whether you select non-employee vendors or vendors that are company employees.
Cleared Selected The Tax ID displays and is editable only when you select vendors that are company employees.
Selected Cleared The Tax ID displays and is editable only when you select non-employee vendors.
Selected Selected When creating new records, the Tax ID field is editable when the screen loads, but the field value is cleared and a warning message displays when you click Save. If you query existing vendors, whether they are non-employees or company employees, the Tax ID is hidden.
Vendor 1099 Name

Enter a value in this field if the vendor’s tax ID name is different from the vendor Long Name (sole proprietor) on the main screen. If you do not enter a name in this field, Costpoint uses the vendor Long Name to create 1099s.

This field applies only to 1099s. When you print vendor checks, Costpoint uses the vendor Long Name from the main screen.

Password

Enter a valid password to update the record. If payment security is turned on via the Configure Accounts Payable Settings screen and making changes to a vendor requires a password, you must enter a password if you make changes to the following:

  • Vendor long name
  • Pay Vendor (in the Defaults tab)

Entry

This group box displays the entry User ID and the entry Date.

Field Description
(Vendor Approval Status)

This non-editable field displays only if the Requires Approval check box in the Configure Accounts Payable Settings screen is selected. It displays the vendor's Vendor Approval status, as specified for this vendor on the Approve Vendors screen.

Newly created vendor records have a default status of Pending.