Changing a vendor

To change a vendor

  1. From the > Setup menu, click Vendors.
  2. View vendors in the list window differently, if needed.
  1. Click the vendor you want to change, and click Edit.
  2. Change information on the General tab, as needed.

Field

Description

Name

The vendor name

Vendor type

The vendor type

Department

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

The account that you want to appear on an invoice distribution for nonproject entries. You can change it on the vendor invoice.

Date established

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

Select an option for calculating the due date.

Select

To

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

The phone numbers for the vendor. To the right of a phone number, type a description of it, such as cell phone, office phone, or emergency only.

Fax

The vendor's fax number - To the right of it, type any notes about it.

Email

The vendor's email address

Website

The vendor's website address
  1. Click the Address tab to change address information for the vendor.

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.

  1. Click the 1099 Info tab to change Form 1099-MISC information for the vendor.

Field

Description

Receives 1099 form

When selected, it indicates that you send a 1099 form to the vendor.

Form type

The type of 1099 form that you send to the vendor.

Recipient ID

The federal ID number of the vendor

Recipient name

The name of the vendor

1099 Override: Reported amount

Prints a specific amount on the 1099 form for this vendor instead of the amount Ajera automatically calculates.

1099 Override: Federal tax withheld

Prints a specific amount for Federal income tax withheld on the 1099 form for this vendor.

W9 form received

If selected, it indicates that you received a W-9 form from the vendor.

W9 business type

The vendor's type of business

W9 other description

If you selected Other for the W-9 business type, you can enter a description of the vendor's business type here.
  1. 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.
  2. Click the Insurance tab if you are tracking insurance information for the vendor that you want to change. This tab only appears if the vendor is set up with a vendor type that has the Consultant check box selected.

Field

Description

Type

The type of insurance - The Other 1 and Other 2 options are available for you to track other insurance requirements.

Proof required

If selected, it indicates that you require a proof of insurance from this consultant.

Company name

The name of the insurance company issuing the policy

Policy number

The number for the insurance policy

Policy limit

The amount the insurance policy covers

Effective

The date the policy becomes effective

Expires

The date the policy expires
  1. Click the Contacts tab to enter or change up to twenty contacts for this vendor. In the Notes field to the right of each contact name, enter or change the description or any notes about the contact. See Setting up contacts to add a new contact. enter, change, or delete contacts for the vendor.

  2. Click the Attachments tab, and change the attachment information, as needed.

  3. Click the Notes tab to enter any notes about the vendor.
  4. Click Save.
  5. Click Close.