General Tab of Vendor Info Center

Use the General tab to enter, edit, or review information about the vendor, such as the name, address, status, phone and fax numbers.

Contents

Fields

Field	Description
Number	Enter a unique number for the vendor. If you configure Vision to use the automatic numbering feature, you cannot enter a number in this field. Instead, [AUTONUMBER] displays in this field. You establish the length and format of your vendor numbers when you install Vision. If you need to change either of these after installing Vision, you must use the Vendor Number Conversion utility. The Number field is active only when you click the New button to add a new vendor record to your database; you cannot use this field to change a vendor number after you have created a vendor record.
Name	Enter the vendor's name. To enter additional names (aliases) for the vendor, click Ellipsis in this field.
Vendor Aliases	The alias fields display when you click Ellipses in the Name field. Click this option to display the Vendor Aliases dialog box, which you can use to enter or modify aliases.
Linked Client	Use the Client lookup to link a client record to the vendor. When you link a client, a one-to-one relationship is created between the two records. Because of this relationship, changes that you make to certain fields in one area update the other.
Web Site	Enter the vendor's Internet Web site address. Click the vendor's Internet Web site address to open the Web site in the current browser window or right-click and select Open in new window to open the Web site in a new browser window. To edit a vendor's Internet Web site address, right-click the Internet Web site address and select Edit or click Search. These actions disable the hyperlink feature and allow you to edit the information in this field.
Organization	Enter the name of the organization within your company for which this vendor provides goods or services. Organizations are discrete business units within your company. You can set up organizations any way you like — by region, function, and responsibility. To enter an organization name directly in this field, use the Quick Find feature to select an organization from your database, or click Search and select a record on the Organization lookup.
Status	Use this drop-down list to specify whether the vendor is active, inactive, or dormant. The vendor status determines the validity of certain functions in Vision. The options are: Active — Select this option if you can perform any valid function for the vendor. Inactive — Select this option for Vision to display a warning during transaction entry, transaction posting, payment processing, and any other function that requires a vendor number. When you receive this warning, you must choose to proceed with the function before Vision allows you to complete it. Batch payment processing is not allowed for inactive vendors. Dormant — Select this option to retain a vendor number but mark it as not currently in use. If you enter a dormant vendor number during data entry, Vision displays a warning and prohibits you from entering any data for the vendor. You can also pay an outstanding voucher through accounts payable payment processing, but you cannot enter a new voucher. Select this status to retain a vendor in your database for historical purposes, such as printing 1099 forms at the end of the year.
Specialty	Use this drop-down list to select the vendor's business specialty. You define vendor specialty options using the Vendor Primary Specialty Code Table in Code Table Configuration. Contact your system administrator for information about adding values to this list.
Prior Work	Select this check box if the vendor has completed prior work with your company.
Recommend	Select this check box to indicate that the vendor is recommended for future work with your company.
Minority Status	Select a minority status for the vendor: Disadvantaged Business Small Business Veteran Owned Small Business Disadvantage Veteran Small Business Minority Business Woman Owned HBCU Alaska Native

Addresses Section

You can enter multiple addresses for each vendor. After you enter one address in the Addresses section, click the Add Address button in the lower right corner of this section to access a blank set of address fields in this section.

Field	Description
Addresses	Use this drop-down list to display a list of all the addresses that are entered for a vendor. The list is arranged in descending order, based on the entry in the Description field for each address. Select an item from the list to display the associated address information in this section.
Primary	Select this check box to designate the current address as the primary address for the vendor. You can designate only one address as the Primary. However, you can change the Primary address designation at any time. This address displays on vendor invoices, reports, and Form 1099s. You must specify a Primary address before you can process a Form 1099 for a vendor.
Accounting Only	Select this check box to make a client address read-only for non-accounting users. Some situations require that users not have access to modify a client address, as when an address is for a check delivery, for example. Therefore, the Accounting Only check box is only available to Vision Accounting users.
Description	Enter a description for the address you are entering. The description that you enter is added to the drop-down list in the Addresses field on the General tab. When you add a new vendor record, the Description field displays as <Default>. You can change this description (or any other address description) at any time.
Address 1, 2, 3, 4	Enter the vendor's address.
City	Enter the city in which the vendor's address is located.
State/Province	Use this drop-down list to select the state or province in which the vendor's address is located.
Zip/Postcode	Enter the ZIP or postal code for the vendor's address.
Country	Use this drop-down list to select the country in which the vendor's address is located.
Phone	Enter the vendor's phone number. Your system administrator defines the format for your phone number entry.
Fax	Enter the vendor's fax number. Your system administrator defines the format for your phone number entry.
Email	Enter the vendor's email address in this field, and then you can click it to open your default email application and send an email to the vendor. To edit a vendor's email address, right-click the email address and select Edit or click Edit. These actions temporarily disable the hyperlink feature, allowing you to edit the information in this field. When you enter the vendor's email address in this field and then move to the first name or last name fields on the General tab, Vision searches your database to look for duplicate records. If Vision detects possible duplicate records, the Potential Duplicate Records Found dialog box displays. The dialog box contains a list of existing vendor records that match, or closely match, the vendor name you want to add. Review the list to ensure the record you want to add does not already exist in your database.
Tax Reg. #	This field displays if you selected the Enable Tax Auditing Feature check box on the Tax Auditing tab in Configuration > Accounting > Company Settings. Enter the vendor's tax registration number. This is the number that is assigned by each country and used for tax reporting.
Tax Country Code	This field displays if you selected the Enable Tax Auditing Feature check box on the Tax Auditing tab in Configuration > Accounting > Company Settings. This field prefills with the tax country code that is entered on the Tax Auditing tab in Accounting Company Settings. Use this drop-down list to select a different tax country code for the vendor address. Because a vendor may have multiple addresses, each address may have its own tax country code.
Validate Tax Registration	This button displays when these Configuration options are selected in Configuration > Accounting > Company Settings: Enable Tax Auditing Enable Validation of European Tax Registration Numbers for Clients and Vendors This button is enabled when you enter a number in the Tax Reg. #. When you click this button, Vision uses an API to validate the vendor's tax registration number with the Belgian VAT Desk. If valid, you can proceed with saving the record. If invalid, Vision displays an error message alerting you of the issue.
Add Address	Click this button to access a blank set of address fields in this section and add another address and tax information for a vendor. This allows you to enter multiple addresses if a vendor has multiple locations or offices.
Delete Address	Click this button to delete the address that displays in the Addresses section for a vendor.

Specialty Description Grid

Field	Description
Specialty Description	Enter a description of the vendor's business specialty, or any other information related to the vendor. Click Edit to use the Text Editor to enter information.

Fields

Field	Description
Available to CRM users	Select this check box to allow CRM users to open and review the vendor record. This check box displays if you use both Vision CRM and Vision Accounting.
Available to Accounting users	Select this check box to allow Accounting users to open and review the vendor record. This option displays if you use both Vision CRM and Vision Accounting. This check box is selected by default when you add a new vendor record and you can select it at any time. However, you can clear it only if the Approved for use in processing check box is not selected. If this check box is selected when you save a new vendor record, Vision prompts you to enter required information on the Accounting tab. You must enter the required information before you can save the record.
Approved for use in processing	This check box displays if you use Vision Accounting. Select it if the vendor is approved for use when processing accounting transactions. This check box is selected by default when a Vision 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. If you select this check box when you save a new vendor record, Vision prompts you to enter required information on the Accounting tab of the Vendor Info Center. You must enter the required information before you can save the record. If you use the Multicompany feature, this option does not display on the General tab of Vendor Info Center. Instead, an Approved for use in processing for company XX option displays on the Accounting tab. This option allows you to enable the fields on the Accounting tab and enter accounting information for each vendor on a company-by-company basis.
User Defined Currency	Use this drop-down list to select a currency code for this vendor record. This field displays if you use the Multicurrency feature and you have added at least one custom currency field to the Vendor Info Center.