Accounts Payable> AP Vendor

Finance Silvertrek

Created Dec 20, 2023

Accounts Payable> AP Vendor

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In Vista verify that you're in the correct company

In Vista verify that you're in the correct company
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Next go into Accounts Payable

Next go into Accounts Payable
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Accounts Payable> Go into Programs

Accounts Payable> Go into Programs
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Accounts Payable> Programs> Double Click AP Vendors

Accounts Payable> Programs> Double Click AP Vendors
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Next you will go into Grid

Next you will go into Grid
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We have two Vendor numbering:Numbers below 9000 will always be cash/check payment vendorsNumbers 9000 and above will be credit card vendors only

For credit card vendors you will ONLY need their business name and basic address

We have two Vendor numbering: Numbers below 9000 will always be cash/check payment vendors Numbers 9000 and above will be credit card vendors only
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We are going to create a Check/Cash Vendor to learn the full processOur last Vendor was #40 so we are going to use #41

We are going to create a Check/Cash Vendor to learn the full process Our last Vendor was #40 so we are going to use #41
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Click into the Info Tab

Click into the Info Tab
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In the Vendor: type your vendor number

In the Vendor: type your vendor number
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In the Name Type the Vendor Name

Sort Name will auto fill.

If you are creating a credit card Vendor, put CC in the Vendor name and the sort name to differ in case we have both a cash/check vendor and a credit card vendor.

In the Name Type the Vendor Name
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Press the tab button to start filling out the needed information

Press the tab button to start filling out the needed information
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Fill in the Contact information if this is provided

Fill in the Contact information if this is provided
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Fill in the Phone Number if this is provided

Fill in the Phone Number if this is provided
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Fill in the Payment Address

Fill in the Payment Address
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If the Purchasing Address is the same it should auto populate as long as you don't hit the save icon.If the Purchasing Address is different enter that address as well.

If the Purchasing Address is the same it should auto populate as long as you don't hit the save icon. If the Purchasing Address is different enter that address as well.
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Payment Terms if you press f4 you can pull up payment terms and connect it to the vendor, this helps in the future when entering invoices. It will auto populate due dates.

Payment Terms if you press f4 you can pull up payment terms and connect it to the vendor, this helps in the future when entering invoices. It will auto populate due dates.
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If you vendor has a main tax code you'd like to auto populate in your invoice entries, press f4 and select the correct tax code and press OK

Verify it's the correct tax code, most have multi-level. Example: WA-605 or WA-0605

If it's Exempt select the tax code with the E for exempt at the end.

See website tax lookup example for WA State: https://webgis.dor.wa.gov/taxratelookup/salestax.aspx

If you vendor has a main tax code you'd like to auto populate in your invoice entries, press f4 and select the correct tax code and press OK
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See reference

See reference
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If there is a common expense that is coded directly to a GL example Utilities/InsuranceYou can press f4 and select the correct GL

If there is a common expense that is coded directly to a GL example Utilities/Insurance You can press f4 and select the correct GL
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For a shortcut "*" in the filter bar and insurance

For a shortcut "*" in the filter bar and insurance
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Select the GL and hit OK

Select the GL and hit OK
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Press Enter/OK

Press Enter/OK
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CM Account: If there is a main CM Account used (i.e. credit card account for CC vendor) this can automatically link it when you're going through the AP Transaction process. ONLY use this if it's always one CM Account.

CM Account: If there is a main CM Account used (i.e. credit card account for CC vendor) this can automatically link it when you're going through the AP Transaction process. ONLY use this if it's always one CM Account.
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Click on the Add'l Info Tab - this will be where we fill out our 1099 information

If this is a credit card vendor, you do not need to worry about this tab

Click on the Add'l Info Tab - this will be where we fill out our 1099 information
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1099 Eligibility: Please see IRS site for information

https://www.irs.gov/businesses/understanding-your-form-1099-k

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You'll want to reference the Vendor's W-9 when filling information into this tab

Green = Yes 1099
Pink/red = No 1099

You'll want to reference the Vendor's W-9 when filling information into this tab
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If the vendor is subject to 1099 reporting select the checkbox, if not just fill in the Tax ID# with their EIN # located on their W-9

If the vendor is subject to 1099 reporting select the checkbox, if not just fill in the Tax ID# with their EIN # located on their W-9
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Select the style of 1099.

Select the style of 1099.
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See breakdown below:

1099-DIV: The form on which financial institutions report dividends.

1099-INT is a tax form issued by interest-paying entities, such as banks, investment firms, and other financial institutions, to taxpayers who receive interest income of $10 or more.

1099-MISC: The form used to report various types of income, such as royalties, rents, and numerous other types of income.

1099-NEC: The form used to report payments to nonemployees, such as independent contractors.

See breakdown below:
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Fill in the Tax ID (EIN) from the Vendor's W-9

Fill in the Tax ID (EIN) from the Vendor's W-9
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Go into the box field and press F4

Go into the box field and press F4
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Select which box needs to be filled.

Box 1 as the default

Select which box needs to be filled.
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Fill in the first and last name

If it's a business split the business name up

Fill in the first and last name
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Next go into the Vendor Compliance Code

Next go into the Vendor Compliance Code
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In the comp code section select f4 to put in your Compliance Codes

We use W-9 & COI

W-9 is under W-9

COI is under LI General Liability Insurance

This is a great place to put in information and make sure you're up to date and in compliance.

In the comp code section select f4 to put in your Compliance Codes
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See Description for breakdown:

Select Verify

Select Complied (if this is in compliance and you have supporting documentation

Input Exp Date if you have an expiration date for the COI

Any Memos and Notes

See Description for breakdown:
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Example filled out

Example filled out
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Click back up into Vendor and drag your documents, this will show a blue circle to the paperclip where you can later view your W-9 or COI

Click back up into Vendor and drag your documents, this will show a blue circle to the paperclip where you can later view your W-9 or COI
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See blue circle on paper clip for reference

See blue circle on paper clip for reference

Make sure your vendor is saved and you have all required documentation for your vendor.

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Congratulations you have successfully created and AP Vendor

Congratulations you have successfully created and AP Vendor
Well done!
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