1.1. Enter in the Fed Tax ID field the federal employer identification number or in the case of an individual, the social security number. This field should be completed for all vendors requiring form 1099. This field is available only if the company's country tax selected is United States.

1.2. If the vendor's services qualify for the 1099 reporting, mark the 1099 Eligible checkbox. Marking this checkbox means the vendor record is created for a 1099 vendor.

1.3. If the 1099 Eligible checkbox is marked, the 1099 Type field becomes enabled. Click the List box button to select from the list one of the IRS-defined 1099 payment categories that best represents the 1099 vendor for whom you are creating this record.

1.4. If you are creating a record for a foreign vendor, click the List box button adjacent to the Foreign Country field to select from the list the 1099 vendor's foreign country or U.S. possession to which the foreign tax was paid.

1.5. If the company's country tax is Canada, perform these steps:

1.5.a. Enter in the GST # and PST # fields the vendor's Goods and Services Tax ID number and Provincial Sales Tax, respectively.

1.5.b. Enter in the Tax Code field the tax code that will be used to calculate the tax amount to taxable purchases.

•If a customer code is entered in the Customer # field, accept or amend the default value in the Primary Address field. Alternatively, you may click the Search button to display the Search window where you can select the address to assign as the company's primary address. Once a valid address is selected, the related address information will automatically fill up the respective address fields. To create a new company address, click the underlined Primary Address field label to directly access the Address Maintenance function.

•If no customer code is entered in the Customer # field, manually enter in the fields under the Primary Address field area the related address information such as the street address, city, state/province, zip code and country location of the address.

3.1. In the Contact Name field, click the List box button to select from the available list the contact record you wish to assign as the company's primary contact. Once a contact record is selected, it's details are shown in their respective fields.

3.2. To amend the phone and/or e-mail information, click the List box button beside the respective field; then, select from the list.

Enter in this field the date the vendor record was created and saved. Accept or amend the default date which is the system date.

Click the List box button next to the Status field and select from any of the following options:

Active vendors are typical vendors with whom your company has an ongoing trade relationship. Purchases and payments are fully allowed and the system assumes that the vendor will actively engage in doing business with your company.

Inactive vendors are vendors for whom you maintain a transaction record, but you are currently not doing business. If a vendor is inactive, the system will not allow you to create transactions for the vendor.

This is the credit line negotiated with this vendor. The value in this field appears in the related functions associated with doing business with your vendors. You can use this to determine your available credit line after deducting the outstanding payable balance and the PO backorder values.

This is the purchase discount rate offered by the vendor. This will be the default discount rate assigned when creating purchaser orders. The purchase discount is granted separately from the prompt-payment discount defined in the Terms field when creating invoices. Any changes in the rate in this field will affect only the purchase orders created after the change.

This will be the default payment urgency to be assigned when posting invoices from the current vendor. Pay class codes facilitate the timely payment of invoices by allowing you to select invoices for payment based on their level of urgency. Pay Class codes from 0 to 9 are available and can represent whatever degree of urgency you want. For example, you may want to use urgency code 1 for vendors that must be paid on the first day of the month. When you process the invoice for application of payment and check printing, you can then set the system to display only those invoices assigned with Pay Class code of “1”.

This will be the default pay code applicable to purchases or any transactions you enter into with this vendor. Pay codes define the terms of payment granted by the vendor (e.g., cash, credit card, terms or others). The pay code you enter here must be predefined in the Pay Code Maintenance function.

This will be the maximum amount of the check to be issued to this vendor at any one time. Any changes in this field will only affect the validation of check amounts for the checks issued after the change. The maximum check amount used by the system in validating the check amount when posting or printing a check is the lesser amount between the maximum amount entered in this field and the maximum amount entered in the Bank Account Maintenance function.

Accept or amend the value in this field which is the URL of the vendor company's website. The default value comes from the customer record entered in the Customer # field above.

This field refers to the currency code that you will use when recording transactions for this vendor. This field is enabled only if the Use Multi-Currency option has been activated in either the PO Module Setup or AP Module Setup functions. Accept or amend the default value which is your company's home currency. Note that you can only specify currency codes that have been set up in the Currency Code Maintenance function. You must be cautious when assigning currency codes as these cannot be changed after you have saved the initial vendor record setup.

Enter in this field the vendor class based on the vendor company's business. The system will use this date to categorize this vendor. The class codes available in this field are created using the Miscellaneous Maintenance function where the Type is set to "Class".

Enter in this field the vendor industry code that the vendor belongs to. The system will use this data to categorize this vendor. The vendor industry codes available in this field are created using the Miscellaneous Maintenance function where the Type is set to "Vendor Industry".

Enter in the Territory field the vendor's territory where the business is being conducted. The territory vendor codes available in this field are created using the Miscellaneous Maintenance function where the Type is set to "Territory Vendor".

Enter in this field the address code for the primary address of the vendor to be used in purchase orders and invoices. Alternatively, you may click the List box button to select from a list the appropriate address code. The address code entered in this field will be the default ordering address when you create purchase orders for the vendor.

Ship via codes determine the shipping method or shipping courier that will be used to ship the inventory items. Accept or amend the default value which comes from the Ship Via field in PO Module Setup. The ship via code you enter in this field will be the default ship via code in the purchase orders you create for this vendor.

FOB codes determine the point at which title for goods shipped passes to you. Accept or amend the default value in this field which comes from the FOB field in PO Module Setup. This will be the default FOB code in the purchase orders you create for this vendor.

Enter in this field the code of the buyer who is initiating purchases from this vendor. This will be the default buyer in the purchase orders you create for this vendor.