Modify Vendor Information

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Modify Vendor Information lets you set up and edit your vendors' information.

Filters

In the Name field, enter your search in the "lastname, firstname" format. You can search for just a first name by starting your search with a comma (e.g., ", James"). The following additional filters are available:

1. Address
2. City
3. State
4. Postal Code

Click Search to display results or the Clear Filters link to reset all filters.

Vendor Information Grid

The Vendor Information grid contains the following columns for each vendor:

1. Vendor Name: Displays the Organization name or the Individual name, including the title and suffix.
2. Address
3. ACH: Displays a check if the vendor has ACH information on their record.
4. Email: Hover over the Email icon to view the email address or click it to begin composing a message in your email client.
5. Note: Hover over the Note icon to preview the note.
6. Set up: Hover over the Information icon to display the user and time information for when the vendor was set up and last updated.

Click the Edit icon or double-click any vendor in the grid to edit their record. Click the Add New Vendor link to add a new vendor.

Multiple Selection

This function is helpful if you are paying multiple vendors the same amount for the same service.

1. Check the box next to each Vendor that you want to invoice the same amount.
2. Go to Enter > Transaction.
3. Search for one of the selected vendors, then click Select to create multiple invoices for one or all of the selected vendors.
4. Click Use selection, group.
5. Enter the Invoice information as normal. An invoice is created for the selected vendors.

Vendor Information > Update

The Vendor Information > Update page allows you to add or edit a vendor record. For Type, select if the vendor is an Organization or an Individual. If the vendor is an organization, enter the Organization Name. If the vendor is an individual, you can specify a Title and edit the First Name, Middle Name, Last Name, Salutation, and Suffix fields. The following tabs are also available: Vendor Information, ACH Accounts, Phones, Emails, Addresses, Demographics, and Attachments.

Type:

Specify if the vendor is an "Organization" or an "Individual". Organizations have one field for the organization name, whereas Individuals have fields for Title, First Name, Middle Name, Last Name, and Suffix.

Note: Vendors already designated as employees in Payroll cannot be changed from "Individual" to "Organization". This assures that only individuals are issued a W-2 form. You can use the "Doing Business As" field on the Demographics tab to specify an organization name, if appropriate.

Vendor Information Tab

Active:

Uncheck this field if you want to mark a vendor as inactive. Inactive vendors do not appear on vendor lists and labels. In addition, when searching for a vendor, only active vendors are displayed unless you uncheck the "Only Active" checkbox in the Vendor Search window.

Invoice Entry Defaults:

1. Account: Select this option if you want new invoices to default to the specified account number.
2. Distribution: Select this option if you want new invoices to default to the distribution specified. (Even though a new invoice defaults to the distribution specified, the distribution needs to be applied to the invoice by clicking the Apply Distribution button.)

The ID # is displayed to the right of the Invoice Entry Defaults.

The Last Invoice Date, Last Invoice Number, and Last Invoice Amount display reference information for the vendor.

The following fields are also available on the Vendor Information tab:

1. Product Line: Enter the product line this vendor offers (e.g., paper supplies).
2. Terms: Enter the vendor's terms (e.g., Net 30). If you want the discount to be automatically calculated, use the following format: 2/10/30, where 2 is 2%, 10 is the number of days within which the discount applies (2% discount if paid within 10 days of the invoice date), and 30 is net 30 (informational only). Accounts Payable uses the check date entered when selecting to pay invoices to determine if the discounts are valid. You are prompted to correct any invalid discounts. Terms also appear on the Invoice Entry page for reference. Terms can also be used to automatically calculate a Due Date from the entered Invoice Date. Examples of "Terms" that can be specified on the Vendor's record for invoices due 7 days after the invoice date include the following: /7, /7/, 0/7, 0/7/, 0/7/0, 0/7/30.
3. Print on Check: Enter a brief comment to print on the check stub (e.g., Acct. # 12345).
4. Default 1099 Status: See below for explanations of the available options.
5. 1099R Box 7 Codes: Enter the 1099R Box 7 Code if applicable. Use the IRS Guide to Distribution Codes to determine the correct code. View a list of codes by hovering over the Information icon next to the 1099-R Box 7 Codes field.
6. Approval: Use the (not set) link or click the Search icon to select the person responsible for approvals (e.g., Office Manager) for reference only.
7. Contact Name: Enter the contact's name for this vendor (e.g., Bill Smith).
8. Note: Enter any needed information about this vendor.

The 1099 Status codes are:

ACH Accounts Tab

The ACH Accounts tab lets you add or edit a vendor's ACH accounts.

Click the Add New ACH Account icon-link to add a new account. The Add New ACH Account window appears. Enter the following information:

1. Account Type: Select either "Checking" or "Savings" from the drop-down list.
2. Bank Routing #: Enter the bank routing number.
3. Bank Account #: Enter the bank account number.
4. Default: If the Default check box is selected, new transactions entered for this vendor default to ACH, and the ACH Account marked as "Default" is automatically selected on the ACH tab of the transaction.

Note: A check scanner device can be used to enter the Bank Routing # and the Bank Account # if you have installed the Scanner Client executable. To install the Scanner Client executable, hover over the Information icon next to the Bank Routing # field, then click the "click here" link to download the executable. Refer to the Installing and Configuring the Scanner Client Executable " section for more information.

After entering the information, you have the following options:

1. Click the Apply button to save the ACH account and add another ACH Account.
2. Click the OK button to save the ACH account.
3. Click the Close link to return to the ACH Accounts tab without saving your changes.

Existing Accounts:

After adding an ACH Account, you have the following options:

1. Click the Edit icon to modify the ACH Account information.
2. Click the Delete icon to remove the ACH Account from the vendor record.

Phones Tab

The Phones tab displays the phone numbers assigned to a vendor and provides options to modify them. The following options are available on the Phones tab:

1. Click the link to add a new phone number.
2. Click the Edit icon to modify an existing phone number.
3. Click the Delete icon to remove a phone number from the system.
4. Click on the Phone Type, Phone Number, or Extension header to sort the list of phone numbers by that header.

Add or Edit a Phone Number:

The following fields are available when selecting to add or edit a phone number:

1. Phone Type: Select the phone type from the drop-down list. (Phone types can be modified on the Lookups page. To navigate there, click the Applications option in the Top menu, then select Utilities -> Lookups. Also, the order of the Phone types can be modified on the Lookups page.)
2. Phone Number: Enter the phone number. The phone number is automatically formatted when your cursor leaves the Phone Number field. For example, if you enter "9015551234", the number is automatically formatted to display "[phone]".
3. ext.: Enter the phone number extension (optional).
4. Unlisted: This check box is informational. Selecting this option does not prevent the phone number from printing on reports.
5. SMS: This check box is informational.

Note: All phone numbers must have an Area Code. If a phone number is entered without an area code (7 digits), the default area code is automatically added. The default area code is specified on the Utilities > Organization page. To navigate there, click the Applications option in the Top menu, then select Utilities -> Organization.

After entering the information, you have the following options:

1. Click the button to save your changes and return to the Phones tab.
2. Click the Close link to return to the Phones tab without saving your changes.

Emails Tab

The Emails tab displays the email addresses assigned to a vendor and provides options to modify them. The following options are available on the Emails tab:

1. Click the link to add a new email address.
2. Click the Edit icon to modify an existing email address.
3. Click the Delete icon to remove an email address from the system.
4. Hover over the Note icon to display the text stored in the Note field.

Add or Edit an Email Address:

The following fields are available when selecting to add or edit an email address:

1. Email: Enter an email address. The email address must be formatted correctly using the "@" symbol and a period.
2. Note: Enter a Note (optional). Entering a note causes the Note icon to display on the Emails tab.
3. Active: Only Active Email Addresses are used for contacting the vendor and for reporting purposes.
4. Preferred: Only one email address can be designated as the Preferred email address. The Preferred Email address displays at the top of the List of Emails grid. It is used by the system to contact the vendor and for reporting purposes.

Note: If the Preferred email address is not marked Active, the system defaults to the next available Active email address in the List of Emails grid.

After entering the information, you have the following options:

1. Click the button to save your changes and return to the Emails tab.
2. Click the Close link to return to the Emails tab without saving your changes.

Addresses Tab

The Addresses tab displays the addresses assigned to a vendor and provides options to modify them. The following options are available on the Addresses tab:

1. Click the link to add a new address.
2. Click the Edit icon to modify an existing address.
3. Click the Delete icon to remove an address from the system.
4. Click on the Address Type or Address header to sort the list of addresses by that header.

Add or Edit an Address:

The following fields are available when selecting to add or edit an address:

1. Address Type: Select the address type from the drop-down list.
2. Address Line 1: Enter the first line of the address.
3. Address Line 2: Enter the second line of the address (optional).
4. Postal Code: Enter the Postal Code/Zip Code.
5. City: Enter the name of the City.
6. State: Select the State from the drop-down list using your mouse or type the first letter of the state. (You can continue to press the first letter of the state to scroll through the states that start with that letter.)
7. Country: Select the Country from the drop-down list.
8. Primary: Only one address can be designated as the Primary address. The Primary address displays on grids and is used by the system to contact the vendor and for reporting purposes.

Note: The Address Types and the Country drop-down options can be modified on the Lookups page. To navigate there, click the Applications option in the Top menu, then select Utilities -> Lookups. Also, the order of the Address types and Countries can be modified on the Lookups page.

After entering the information, you have the following options:

1. Click the button to save your changes and return to the Addresses tab.
2. Click the Close link to return to the Addresses tab without saving your changes.

Demographics Tab

Enter the Birth Date, Social Security Number, Salutation, Gender, Employer, and Position in the fields provided.

If the customer is an organization, the following fields display: Date Created, Federal Tax ID Number, and Salutation.

The Doing Business As field applies to both Individual and Organization record types in Accounts Payable. Any text in this field appears on checks, vouchers, and 1099s, preceded by the abbreviation 'dba'. The program also includes results from the Doing Business As field when performing vendor name searches throughout Accounts Payable.

Note: Vendors with a Doing Business As normally require Form 1099-NEC. You can specify the Default 1099 Status for future invoices on the Vendor Information tab.

Attachments Tab

The Attachments tab allows you to attach files from your device or scan images using the Scanner.Client.exe program. See the Attachments Help Page for detailed information regarding the attachments feature.

When finished, you have the following options:

1. Click the Update button to save your changes and return to the Vendor Information page.
2. Click the Reset link to undo all changes since the vendor was last updated.
3. Click the Cancel link to discard all changes and return to the Vendor Information page.

Customer Account Number

The Customer Account # can be entered in the vendor's Accounts Payable record, found under Accounts Payable > Modify > Vendor Information on the Customer Account Number tab. Multiple account numbers can be saved if necessary.

Updated June 01, 2026 16:38