ISSUE:

Datafiles > Vendor screen field definitions

 

INFORMATION: 

From  Datafiles > Vendor 

 



Field Name Explanations

**Indicates Required Fields

 

** Vendor Name and Address:  (required)

  • Enter the vendor’s name and address information.  
  • A complete address is not required, unless the district administrator has chosen to make a full address required. 
  • Any information entered here will print on the checks, 1099 Report, and purchase orders (if no address is entered for PO Address).  
  • Vendor names must be unique.  Be sure to get store numbers if there are duplicate store names.

 

DBA:   

  • “Doing Business As” designation for 1099 vendors, if applicable.

 

Vendor Code:  

  • Select from available codes set up by the district administrator.

 

Phone/Fax/E-mail:  

  • This information is optional

 

Tax ID / SSN:  

  • 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 “Y”.

 

PO Address:  

  • Some vendors require PO’s be mailed to a different address than the payments.  
  • The PO Address will only print on the PO.

 

** Status:  (required)

  • A vendor’s status is either “Active” or “Inactive.”  
  • All vendors available for use should have an active status.

 

District-wide:  

  • By checking this box,  a vendor is designated as district-wide. 
  • It will be available for use by all schools in the district.  
  • If the information on a District-Wide vendor needs to be changed, it can only be updated by a district administrator.

 

1099:  

  • Check this box if the vendor (such as a game official) requires 1099 tracking.  
  • All 1099 vendor activity will be recorded and printed on a 1099 Report. 
  • Entering a Social Security or Tax ID number is required for all 109 9 vendors. 
  • Entering a complete mailing address on all 1099 vendors is recommended.  
  • Leave the 1099 box unchecked for all vendors that do not require 1099 tracking. 

 

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, insert the appropriate county name (in most cases, your home county) in each vendor record.  
  • As new vendors are added, 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 your home county.

 

Paid History Blocks:  

  • The system will automatically calculate these fields when transactions are posted using this vendor as the payee.

 

Acct Nbr/Comments:  

  • Reference an account number or any comments that will print on the check stub to this vendor.

 

CO Vendor Number:  

  • Reference an in-house vendor number, if necessary.