Firms Vendor Tab

The Vendor tab displays when the Accounting application is enabled and the defined Firm Type on the Summary Pane is Vendor or when you are editing a firm record. Use the Vendor tab to enter the vendor's purchasing, banking, accounting, and payment information.

Contents

Much of the information for DPS is entered and displayed in grids on various forms. For information about using grids, see Working with Grids.

Vendor Information

Field Description
Approved for Use in Processing This check box displays if you use DPS Accounting. Select it if the vendor is approved for use when processing accounting transactions. This check box is selected by default when a DPS Accounting user adds a new vendor record. It is disabled for all other users. If you are an accounting user, you can select this check box at any time. However, you can clear it only if the vendor record has not been used in any accounting transactions.

When you select this check box, DPS prompts you to enter information in the required fields on this tab before you can save the record.

If you have multiple companies, this option displays as Approved for use in processing for company XX. This option allows you to enter accounting information for each vendor on a company-by-company basis.

If accounting information is not entered for this vendor, the tab displays This firm is not ready for accounting transactions. You must click the Add Accounting Information button and add additional details before you can make this firm available for processing.

Vendor Number Enter the vendor's identification number. If you select the Approved for Use in Processing check box, the Vendor Number automatically updates to display the same number that is entered in the Firm Number field on the Summary Pane.

The vendor number is required and can be changed through a vendor number key conversion once any transactions area associated.

If you configure DPS to use the automatic numbering feature, [AUTONUMBER] displays in this field and will be populated with the same value as generated for the firm number.

You establish the length and format of your vendor numbers when you install DPS. If you need to change either of these after installing DPS, you must use the Vendor Number Key Format utility.

Vendor Type Select the vendor type. You set up vendor types on the Vendor Types tab of Settings > Advanced Accounting > System AP in the DPS Desktop. You then set up liability codes on the Liability Codes tab of Settings > Accounting > Company AP in the DPS Desktop. Each liability code is associated with an account number from your general ledger. You use the Vendor Types tab of Settings > Accounting > Company AP to associate each vendor type with a liability code (and account number).

When you enter a vendor in AP Vouchers Transaction Entry in the DPS Desktop, DPS inserts the associated liability code for the vendor type in the AP Liability field. The account number associated with the liability code receives the credit (implicit) when you post the AP voucher.

You can change the default liability code during transaction entry.

If you have multiple companies, vendor types are specified at the enterprise level. You can specify which vendor types are available to each company in your enterprise. You can also associate the available vendor types with different liability codes for each company. Only the vendor types that you select for the active company display in the drop-down list in this field.

Federal ID Enter the 11-digit number assigned to the vendor by the federal government for tax purposes. If the vendor is a consultant, this number is usually the consultant's Social Security number. You must enter a Federal ID number for all vendors who receive a 1099 form. This ID number displays on the printed 1099 form.
Type of TIN Use this drop-down list to select the type of TIN (tax ID number) of the vendor:
  • 1: FEIN
  • 2: SSN, ITIN, ATIN
Organization Select the organization that is associated with the vendor.
Payment Address This field displays the firm's payment address, as specified on the Overview tab.

Additional Vendor Information

Field Description
Separate Checks This check box is enabled when Approved for use in processing is selected. Select this check box to print a separate check for each voucher submitted by the vendor.

If you do not select this check box, when you process payments (checks), DPS totals all the vendor's vouchers currently scheduled fo payment, and then prints one check for the total amount owed to the vendor.

Account Number This field is enabled when Approved for use in processing is selected. Enter your vendor-assigned account number. This is the customer number that your vendor uses to identify your account.
Default Tax Code This field displays only if you select the Enable Tax Auditing Feature check box on the Tax Auditing tab in Settings > Accounting > Company Settings in the DPS Desktop.

From the drop-down list, select a default tax code to use in Transaction Entry to calculate taxes for accounts payable vouchers and accounts payable disbursements for this vendor. When you enter an AP voucher or AP disbursement, you can change the default tax code as needed.

The drop-down list in the Default Tax Code field displays only the tax codes with an active status that have the Transaction Entry check box selected on the Tax Codes tab in Settings > Accounting > Taxes.

When you enter an AP voucher or AP disbursement in Transaction Entry in the DPS Desktop, the default tax codes that are on the New File dialog box are used to calculate the taxes for each voucher or disbursement in the transaction file. (The default tax codes on the New File dialog box prefill from the Tax Auditing tab in the desktop version of Settings > Accounting > Company Settings.) However, if you enter a default tax code for a vendor, the vendor's default tax code will be used as the first tax code to calculate the tax for a voucher or disbursement instead of the default tax code that has the first (or lowest) sequence number from the New File dialog box.

Example: A vendor's default tax code entered in the Firms Hub is XXX. The default tax codes that are entered on the Tax Auditing tab in Configuration > Accounting > Company Settings that prefill on the New File dialog box are AAA (with sequence 5), BBB (with sequence 30), and CCC (with sequence 45). Tax code XXX from the vendor record will override tax code AAA (with sequence 5, the lowest sequence number) when AP vouchers and AP disbursements are entered in the Transaction Center for that particular vendor. The tax codes used for the transactions for that vendor are XXX, BBB, and CCC.

If no tax codes are entered on the New File dialog box in Transaction Entry and a vendor has a default tax code entered in the Default Tax Code field in the Firms Hub, the default tax code from the Vendor Hub is used to calculate taxes for the AP voucher and AP disbursement. You can override this tax code when you enter an AP voucher and AP disbursement as needed.

Payment Notes Enter any notes related to the payment.

Default Voucher Information

These fields display when Approved for use in processing is selected.

Field Description
Payment Terms Select the default payment terms to use each time a voucher is entered for the vendor. Or, enter a numeric value directly in this field. For example, you can enter a priority vendor with payment terms of Next to ensure that all vouchers for the vendor are paid each time that you pay vouchers in the Vendor Payments application.

The options are:

  • Next: Select this option for payment for any outstanding vouchers to process with the next payment processing run.
  • Hold: Select this option for payment for any outstanding vouchers on hold until you manually change the payment terms.
  • Pay When Paid (PWP): Select this option for payment for any outstanding vouchers to process with the payment processing run immediately following your company's full receipt of payment (from the client) for the jobs associated with the vouchers.
  • Numeric Value: Select this option for payment for any outstanding vouchers to process with the first payment processing run after the specified number of days have elapsed from the date the invoice was generated. For example, if you enter 15 in this field, vouchers entered on October 1st will be paid when you process payments on or after October 16.

The default payment terms you enter in this field override the default payment terms selected on the Payments tab in Settings > Cash Management > Accounts Payable.

Regular Account Enter the account number that receives the debit (explicit posting) when you post vouchers to a regular project for the vendor. This account must be a direct or reimbursable expense account.

You can enter an account number directly in this field, use the Quick Find feature to select an account from your database, or click Search in this field and select an account on the Account Lookup.

The account number you enter in this field displays in the Account field in AP Vouchers Transaction Entry. You can override this account number when you enter a voucher line.

Default Expense Code This field displays only if you select the Enable Expense Codes on the Accounts Payable tab in Settings for Accounts Payable.

Use this drop-down list to select the expense code that serves as the default when you enter an AP voucher or AP disbursement for the vendor in Transaction Entry. This drop-down includes all expense codes defined on the Expense Codes tab in Settings > Advanced Accounting > System AP.

You can override this value in Transaction Entry. If you do not select a value in this field, no default value displays in Transaction Entry.

If you have multiple companies, you can select a default expense code for each individual company. In Transaction Entry, the expense code will default based on the vendor accounting record matching the project's company.

Indirect Account Enter the account number that receives the debit (explicit posting) when you post vouchers to an overhead or promotional project for the vendor. This account must be an indirect expense account.

You can enter an account number directly in this field, use the Quick Find feature to select an account from your database, or click Search and select an account on the Account Lookup.

The account number you enter in this field displays in the Account field in AP Vouchers Transaction Entry. You can override this account number when you enter a voucher line.

Discount Percent Enter the percentage of the total voucher amount that you want to credit to the discount account when you pay the total amount due within the specified discount period. For example, enter 10.00 for a 10% discount.
Discount Period Enter the number of days that the discount applies.
Discount Code Use this drop-down list to select a discount code for the vendor.

1099 Information

These fields display when Approved for use in processing is selected.

Field Description
1099 Required Select this check box if the vendor should receive a 1099 form at the end of the calendar year.
Paid This Year This field displays the amount paid to this vendor during the current calendar year. You can enter a new amount in this field to override the system-generated amount.

The amount in this field excludes credit card payments made to a vendor in AP Disbursement Transaction Entry. This follows the federal requirement that a company is not responsible for reporting amounts paid by credit card.

When you run the 1099 Initialization utility (from the DPS Utility menu), DPS moves the amount out of the Paid This Year field and puts it in the Paid Last Year field.

Paid Last Year This field displays the amount paid to this vendor in the previous calendar year. You can enter a new amount in this field to override the system-generated amount.

The amount in this field excludes credit card payments made to a vendor in AP Disbursement Transaction Entry. This follows the federal requirement that a company is not responsible for reporting amounts paid by credit card.

When you run the 1099 Initialization utility (from the DPS Utility menu), DPS moves the amount out of the Paid This Year field puts it in the Paid Last Year field. The amount in the Paid Last Year field prints in the Nonemployee compensation box on a 1099 form.

Purchasing Section

These fields display when Approved for use in processing is selected and when the Purchasing application is installed.

Field Description
Match Method From the drop-down list, select the matching method to use to generate AP vouchers from purchase orders for this vendor. This field displays if you use DPS Purchasing.

The options are:

  • 2-Way Match: When you select this method, the purchase order must match an existing invoice for DPS to generate an AP voucher.
  • 3-Way Match: When you select this method, the purchase order and the matching invoice must also match a receiving record for DPS to generate an AP voucher.

The method that you select becomes the default setting for the vendor. You can change the default setting when you create an AP voucher from a purchase order.

RFQ/PO Template From the drop-down list, select a custom RFQ/PO template for the vendor. This field displays if you use Purchasing.
  • PO Template: DPS looks first at the employee record of the buyer to find a template. If no template is assigned to the buyer, DPS looks at the vendor record. If no template is assigned to the vendor, DPS uses the _DEFAULT template.
  • RFQ Template: DPS looks only at the vendor record to find a template. If no template is assigned to the vendor, DPS uses the _DEFAULT template.
Contact Select a contact to use as the default contact for purchase orders that are entered for this vendor. The contact's name that you enter here prefills in the Contact field in the Vendor section on the General tab of the Purchase Orders form.
On a purchase order:
  • You cannot change the prefilled contact name.
  • The contact name displays as a hyperlink that opens the contact record in the Contacts hub when you click it.
  • The contact's name and email address (if one is entered for the contact in the Contacts hub) print in the To section of a purchase order.

The contact's name that you enter in this field also prefills for an equipment item that is created automatically from a line item on a purchase order. The contact name prefills in the Vendor Contact field on the Purchase Order tab of the Equipment form in the Equipment hub.

Banking Information

Use the banking and EFT (Electronic Funds Transfer) fields to set up bank account information that allows you to remit AP payments directly to the vendor's bank, rather than print checks.

These fields display when Approved for use in processing is selected.

Field Description
Electronic Payment Method Select one of the following electronic payment types for the vendor.
  • NACHA: Select this option to enter fie format information for an ACH network when making electronic funds transfer (EFT) payments through your bank.
  • SEPA: Select this option to make accounts payable payments to vendors using export-to-text files with the SEPA file format. The SEPA (Single Euro Payments Area) .xml file format is commonly used in the Netherlands.
  • ClieOp: Select this option to specify that a vendor will be paid by ClieOp transfers, which are most frequently used for payments made in Euros to recipients in the Netherlands.

NACHA

Select the NACHA option to enter file format information if you use the ACH network to make electronic funds transfer (EFT) payments through your bank for this vendor. The bank information that you enter is used in the creation of the bank file when you process accounts payable EFT payments to vendors.

Field Description
Bank ID Enter the bank routing number of the bank to which funds will be deposited when you process an AP payment for the vendor. This field does not display if you select the ClieOp check box in this section.
Status Use this drop-down list to select a status for the vendor's EFT account.

The options are:

  • Add: This status indicates that you plan to initiate the pre-notification step for this EFT account with the next AP Payment Processing run.
  • Wait: After you process AP payments, any EFT accounts with a status of Add change to a status of Wait. This status indicates that you are waiting for bank verification of the vendor's account. You must change the status to Active when you receive verification of the vendor's account information.
  • Active: This status indicates that the vendor's account information has been verified and your bank has approved EFT transactions to the account.
Account Type Select the account type for the account that is entered in the Account Number field. This is the account type of the account associated with this bank code. Options are Checking or Savings.
Account Number Enter the bank account number of the bank from which payment for the total amount of the electronic payment will be made.
Remittance Select this option to indicate that the vendor requires a printed copy (remittance advice) of the transactions in the EFT file.

You print the remittance advice in Accounting > Accounts Payable > Payment Processing.

EFT Email Enter a contact's email address in the field, or select an address from the Contact Lookup list. To access this field you must select Email Remittance in the Remittance field.
Addenda Select this check box to create an addenda record that will be written to the bank file immediately following the EFT entry detail record.

The addenda record is written in the ACH CCD Addenda Record format and contains the following data:

Record Type Code = "7"

Addenda Type Code = "05"

Payment Related Information (80 bytes) is a collection of 10 fields:

  1. "RMT*IV*"
  2. "                    " (20 bytes — Vendor Invoice Number or the word "Multiple" if the vendor gets a single payment for multiple invoices.)
  3. "*"
  4. "nnnnnnnn.nn-"  (Payment Amount)
  5. "*"
  6. "nnnnnnnn.nn-"  (Gross Payment Amount)
  7. "\DTM*003*"
  8. "YYMMDD"  (Invoice Date)
  9. "\"
  10. "           "  (11 spaces)

Addenda Sequence Number = "0001"

Entry Detail Sequence Number = "nnnnnnn" (Trace Number)

SEPA Selected

These settings apply if you make accounts payable payments to vendors using export-to-text files with the SEPA file format. The SEPA (Single Euro Payments Area) .xml file format is commonly used in the Netherlands. When you select SEPA, the EFT options change to display the following fields.

Field Description
IBAN Enter the international bank account number (maximum 34 characters) for a vendor. This is used to transmit the payment to a payee when the .xml file is sent to the bank.
BIC Enter the bank identification code (either 8 or 11 characters) for a vendor. This is used to transmit the payment to a payee when the .xml file is sent to the bank.
Remittance Select this option to indicate that the vendor requires a printed copy (remittance advice) of the transactions in the EFT file.

You print the remittance advice in Accounting > Accounts Payable > Payment Processing.

EFT Email Enter a contact's email address in the field, or select an address from the Contact Lookup list. To access this field you must select Email Remittance in the Remittance field.

ClieOp Selected

Select this option to specify that a vendor will be paid by ClieOp transfers, which are most frequently used for payments made in Euros to recipients in the Netherlands. When you select ClieOp, the EFT options change to display the following fields.

Field Description
Account Type Use this drop-down list to select the account type (Checking or Savings) for the account entered in the Account Number field. The Account Type drop-down list options are Ordinary Account and Seven Digit Account.
  • If you select Ordinary Account in the Account Type field, enter the vendor's bank account number in the following format: xxx.xx.xx.xxx.
  • If you select Seven Digit Account in the Account Type field, enter the vendor's seven-digit bank account number.
Remittance Select this option to indicate that the vendor requires a printed copy (remittance advice) of the transactions in the EFT file.

You print the remittance advice in Accounting > Accounts Payable > Payment Processing.

EFT Email Enter a contact's email address in the field, or select an address from the Contact Lookup list. To access this field you must select Email Remittance in the Remittance field.
Account Number Enter the vendor’s account identification number in this field.

Wires and Direct Deposits Section

Use these fields to set up the vendor’s banking information for storing with wire or direct debit payments. This information is also available for reporting purposes.

These fields display when Approved for use in processing is selected.

Field Description
Bank ID Type This field identifies the type of bank identifier that is entered in the Bank ID field. Use the drop-down list to select a value, such as ABA/Routing. DPS administrators can edit this list in Settings > Labels and Lists.
Bank ID Enter the vendor’s bank identification number in this field.
Account ID Type This field identifies the type of account number that is entered in the Account ID field. DPS administrators can edit this list in Settings > Labels and Lists.
Account ID Enter the vendor's account identification number in this field.
Banking Information/Bank Name Enter the name and address of the vendor’s bank to which wires are sent, or from which direct debits originate.
Parent Topic: Firms Form