Vendors that will be available to all schools, such as 1099 vendors, should be set up by the district administrator. Field names in red are searchable.
Field Name: Explanation
Vendor Name and Address: Complete the vendor name and address. A complete address is not required; however, any information entered here will print on checks, 1099 Report and purchase orders (if no address is entered for PO Address).
SSN/Tax ID: This information is optional except in the case of 1099 vendors. A Social Security or Tax ID number is required for all vendors flagged as 1099.
DBA: “Doing Business As” designation for 1099 vendors, if applicable.
Vendor Code: Select from a list of user-defined vendor codes added under Admin/Vendor Codes. These can be customized to specify different types of vendor services, etc.
Phone/Fax/E-Mail: This information is optional.
PO Address: These fields are for vendors that want the purchase order mailed to a different address than the remittance. This address will only print on the purchase order.
Status: A vendor’s status is either “Active” or “Inactive”. All vendors available for use should have an active status.
NOTE: If you have a district wide vendor that needs to be “Suspended”, the status for that particular vendor can be changed from any school’s vendor data file. When changed at the school level the vendor is suspended for all schools. An example of a suspended vendor is one where the district is waiting on paperwork and doesn’t want the vendor to be used until the proper forms are on file. Once the paperwork is submitted, the district admin can change the status back to active.
District-wide: Checking this box will make this vendor available to all schools in the district.
1099: Check this box if the vendor requires 1099 tracking. All 1099 vendor activity will be recorded and printed on the 1099 report. If the vendor is flagged as 1099, a Social Security or Tax ID number must be entered.
Prevent User Address Changes: Checking this box will prevent users from changing the address for a vendor when entering a new check.
No Tax: Check this box for out-of-state vendors that do not charge sales tax for items deemed taxable by your state. The No Tax Payments Report is available to print tax due for payments made to vendors with this designation.
Tax County (NC Schools Only): The annual sales tax report (submitted for reimbursement) requires that schools list the county in which they took possession of the goods as the county to which sales tax was paid. In order to capture this, you must insert the appropriate county name (in most cases, your home county) in each vendor record. As you add new vendors, your home county (as set up on the District screen) will be the default sales tax county.
Assign your home county to all vendors EXCEPT:
- Use the county code “No Tax” for out-of-state vendors not charging sales tax. Also check the “No Tax” box on the vendor screen.
- Use the county code “Not Applicable” for vendors who would never charge tax.
- Use the county code “Dept Revenue” for the NC Department of Revenue. Also create a Vendor Code of “DOR” under Admin/Vendor Codes.
- Use the vendor’s actual county code when picking up goods outside of your home county.
Account Nbr/Comments: This field is optional. Data entered here will print on each check stub for payments made to this vendor. NOTE: If you wish to have the check total printed on the check stub, leave this field blank.
CO Vendor #: Data entered in this field will print on the Consolidated 1099 Report.
Document Attachment: Documents can be attached to any vendor record. Search for the vendor that requires the document attachment. The document name must be less than 40 characters. Once the document is selected, click the Verify & Upload button. A paperclip icon will display with the vendor indicating an attachment. Click on the paperclip any time you need to download the attachment.
Search: A search can be performed on the district-wide vendor file by entering all or part of the vendor name, SSN, or Tax ID and clicking “Search”. The “%” can be used as a wild card in and can be inserted for any character in a searchable field. The vendor list at the bottom will be populated with all vendors that meet the requested search criteria.
Click on the Save New button to save the vendor. To edit a saved vendor click on the vendor in the list, make the desired edits, and click on the Update button.