AP Vendor Maintenance

About

Accounts Payable

File Maintenance

Using the Program

Key Fields

1099 NAME Use in situtions where a company is running with a DBA name. Put the DBA name in NAME, and the official name for 1099 reporing in NAME 2. The Name will print on checks and reports. On the 1099, the 1099 Name (NAME 2) will print first, dba and the name will print on the second line for name.

Payment Terms: are used to establish the default due date, and if applicable discount date and rate.

Vendor Class: Useful for sorting and grouping AP reports. Example could include Materials Suppliers, Fuel Suppliers and Utilities

Check Memo: This field can be printed on checks. Useful for including your account number with the vendor or other identifying information.

Tabs

History

Shows account information including balance, amounts paid and amounts purchased for month and year to date.

Purch This Yr., Purch Last Yr.: Purchased This Yr. and Purchased Last Year are used for 1099 printing. This fields are set by Year End Processing. They can be modified for special situtations where the reportable amount differs from the actual check amount.

Contacts

Allows for the entry of multiple contacts associated with a vendor. For each vendor you can enter:

• Name
• Title
• Email
• Phone
• Fax
• Purchasing (If P/O system installed) - Controls whether this contact should be listed in when setting up Purchsase Orders.

G/L Setup

Optionally setup these fields to be used as defaults for invoice vouchering. While setting up the Expense G/L Account is common, the others normally should be left blank so that the default values are used.

Taxes

1099 Class: Used for selecting which 1099 type and field should be used for this vendor's 1099

1099 State: Starting in 2022 this is the default state used in vouchering for detailed tracking of 1099 amounts by state.

Tax ID Number: Used for 1099 printing.

Type of TIN: Used for 1099 E-File to indicate SSN or EIN (New for 2021 - Required if filing 1099s via Web Services)

Tax ID Type: Used for W-9 tracking and 1099 printing. (Starting with 2011 W-9)

• Individual/Sole proprietor
• C Corporation
• S Corporation
• Partnership
• Trust/Estate
• LLC C Corporation
• LLC S Corporation
• LLC Partnership
• Corporation (From older W9s)
• LLC (From older W9s)
• LLC Disregarded Entity*
• Other*
• Unspecified Business*
• Unspecified Individual*

Notes: Items marked * are out of date and should be updated. Tax ID Types of Corporation and LLC Corporation prior to version 2.5 have been changed to C Corporation and LLC C Corporation.

W-9 Sent/Rcvd: Used to track when a W-9 request was sent and a W-9 was last received.

1099 Address: When Address1 of the 1099 address is not blank, then the 1099 program will get the whole address from this block otherwise the standard address is used.

1099 Amounts: Starting in 2021 this tab is used for State Amounts and for Federal 1099s with multiple boxes on a single form. See AP: Year End

Tips and Tricks

Drilldown to Edit is available for Payment Terms, Vendor Class and 1099 Class. Simply double click.