Setting up vendors

Learning Resource: Security and Setup Functional Guide

To set up vendors

1. From the > Setup menu, click Vendors.
2. Click the New button.

3. Enter the following information on the General tab:

For	Do this
Name	Type the vendor name.
Vendor type	Enter 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	Enter 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, as follows: 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	Type phone numbers for the vendor. To the right of a phone number, type a description of it, such as cell phone, office phone, emergency only, and so on.
Fax	Type the vendor's fax number. To the right of it, type any notes about it.
Email	Type the vendor's email address.
Website	Type the vendor's website address.

4. Click the Address tab.
5. In the address box, enter address information in the first line and additional information in the other lines, as needed. For example, you might enter the street address in the first line and a building number and suite number in the remaining two lines. Enter the city, state, zip, and country.
6. If you want 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.
7. Click the 1099 Info tab.
8. If the vendor receives a Form 1099-MISC , select the Receives 1099 form check box, and complete the remaining fields on the tab:

For	Do this
Form type	Enter the type of 1099 form that the vendor receives.
Recipient ID	Type the federal ID number of the vendor.
Recipient name	Ajera automatically prints the vendor name (which you entered on the General tab) in the recipient's name box on the 1099 form. If you enter a name here, Ajera prints it on the first line. On the second line, it prints the vendor name prefaced with DBA. For example, the Vendor Name is Meier Consultants and the Recipient Name is Bill Meier. The 1099 form Recipient’s name box contains: Bill Meier DBA Meier Consulting
1099 Override: Reported amount	If you want to print a specific amount on the 1099 form for this vendor instead of the amount Ajera automatically calculates, type it here.
1099 Override: Federal tax withheld	If you want to print a specific amount for Federal income tax withheld on the 1099 form for this vendor, type it here.

Note:

If you need 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.

9. If you received a Form W-9 This form, Request for Taxpayer Identification Number and Certification, is used by a U.S. person (including a resident alien) to give the correct Taxpayer Identification Number (TIN) to the person requesting it. Also, when applicable, this form is used to do the following: certify the TIN you are giving is correct (or you are waiting for a number to be issued), certify you are not subject to backup withholding, or claim exemption from backup withholding if you are an exempt payee. from the vendor, click the W9 form received check box. In the W9 Business Type field, select the vendor's type of business. If you selected Other, type the vendor's business type in the W9 Other Description field.
10. Click the Direct Deposit tab.

Note:

The direct deposit file format created supports US bank NACHA format only.

11. Enter the following information to set up direct deposit:

For	Do this
Routing number	Type the routing number which identifies the vendor's bank.
Bank account number	Type the number of the account where the vendor wants the funds deposited.
Bank account type	Make a selection to indicate if the bank account is a savings or checking account.
Individual identification	Type an individual identification to use on direct deposit NACHA files. This field will print on every detail row in the NACHA file for the vendor. Note: Per NACHA standards, this field should only be 15 characters and should not contain any special characters.
Prenote	Select this check box to send a pre-notification, instead of an actual direct deposit, to the bank where the funds are to be deposited. We recommend that you use this option to test the direct deposit for the vendor before making the actual direct deposit. After your bank approves the direct deposit, clear this box and start generating direct deposits for the vendor.
Remittance Advice: Remittance Contact	Start typing a contact name or select the and select an employee to receive remittance advice when vendor payments are made via EFT, direct deposit, and debit/credit card for the vendor. Note: Only employees with an email address entered on their employee record in Ajera can be selected.

12. If you want to track insurance for a consultant, click the Insurance tab and follow the instructions for tracking consultant insurance.
13. Click the Contacts tab. Enter up to twenty contacts for this vendor. In the Notes field to the right of each contact name, type a description or any notes about the contact. For example, you might enter something like: Only in the office on Wednesdays.

Note:

See Setting up contacts to add a new contact.

14. Click the Attachments tab and add attachments, by linking to related files. A linked file must be in a shared location for other people to open it (for example, on a shared network or a website).

15. Click the Notes tab, and type any notes about the client.
16. Click Save.
17. To enter additional vendors, repeat these instructions starting with Step 2.
18. Click Close.