Vendors

About Vendors

Vendors are individuals or institutions the institution pays for goods or services. The accounting module utilizes vendors as part of the invoice voucher and checking writing processes.

Add Vendor

Permission #110 is required to access this function

1. Navigate to Accounting > Vendor Entry
2. In the Vendor Name box enter the vendor
3. Click Add Vendor
   
   Name & Address Tab
   Remit Vendor: Text to describe the vendor
   Name Sort: Text that controls the placement of the vendor within a list
   Remit Email: The email address associated with the vendor
   Address 1: The vendor's street address
   Address 2: Additional information about the vendor's street address
   Address 3: Additional information about the vendor's street address
   City: The vendor's municipality
   State: The vendor's state
   Zip: The vendor's zone improvement code
   Zip Ext: The vendor's zone improvement code specific house code
   Province: The vendor's providence
   
   Is Vendor Student: Check to indicate vendor is a student. The system will automatically check this box if a student refund (credit balance) is processed through using Student Refund Batch Processing. If this box is checked, the student's SSN must be filled in on this screen.
   EIN or SSN: The vendor's employer identification number or Social Security Number
   1099 Vendor: Select if vendor is subject to receiving IRS 1099 from
   Payment Terms: Enter the number of days the vendor expects payment. When a voucher is entered the system will automatically compute the payment due date by adding this number of days to the invoice date
   W9 Required Vendor: Check to indicate the vendor must supply an Request for Taxpayer Identification Number (W-9) form. Informational.
   W9 on File: Check to indicate the institution has on file the vendor's Request for Taxpayer Identification Number (W-9) form. Informational.
   
   Contact/Misc/Phone Tab
   Contact First Name: The given name of the individual at the vendor responsible for invoices
   Contact Middle Name: The middle name of the individual at the vendor responsible for invoices
   Contact Last Name: The surname of the individual at the vendor responsible for invoices
   Contact Title: The job designation of the individual at the vendor responsible for invoices
   Comment: Informational free form text
   Misc Code: WHAT
   Delete Code: Check to hide the vendor from the vendor lookup when entering a voucher on A/P Entry
   Phone: The vendor's phone number
   Fax: The vendor's fax number
   
   Liability Insurance Needed: Check if the vendor requires insurance for negligence
   Liability Insurance Company: The name of the insurance carrier
   Liability Insurance Policy Number: The number of the vendor's insurance policy
   Begin Date: The start date of the insurance policy
   End Date: The end date of the insurance policy
   Liability Insurance Coverage: The coverage amount (limit) of the insurance policy
   
   Purchase Order Info Tab
   Vendor PO Contact Name: The individual at the vendor responsible for issuing purchase orders
   Address 1: The vendor's street address for PO purposes
   Address 2: Additional information about the vendor's street address for PO purposes
   Address 3: Additional information about the vendor's street address for PO purposes
   City: The vendor's municipality for PO purposes
   State: The vendor's state for PO purposes
   Zip: The vendor's zone improvement code for PO purposes
   Zip Ext: The vendor's zone improvement code specific house code for PO purposes
   Province: The vendor's providence for PO purposes
   
   PO Email: The vendor's email address for PO purposes
   PO Phone: The vendor's phone for PO purposes
   PO Fax: The vendor's fax for PO purposes
   
   
4. Click Save

Inactivate Vendor

A vendor may be set to inactive so it no longer appears on the vendor lookup on A/P Entry. It is not possible to completely delete a vendor from the system.

Permission #110 is required to access this function

1. Navigate to Accounting > Vendor Entry
2. Next to the vendor to inactivate click the pencil
3. Click the Contact/Misc/Phone tab
4. Next to Inactive check the box
5. Click Save

Merge Vendors

If the same vendor exists twice in your system, you may wish to combine them into a single vendor.

You must provide Campus Cafe your IP address to access this function.

1. Navigate to Accounting > Vendor Listing
2. Click Vendor Merge
3. In the Source box enter the vendor ID number to merge into another vendor
4. In the Target box enter the vendor ID number of the vendor the source vendor will merge into
5. Click Merge