Add a Vendor

1. Select Vendor Management from the Vendor menu, and the Vendor Management window opens.

2. Click the Add button, and the Add Vendor window opens.

3. Complete the Identification fields as described. Fields marked with a red asterisk (*) are required.

   • Vendor Code: Optional. Enter letters, numbers, or a combination of both. AptaFund automatically generates vendor codes if the system uses Custom Numbers. This code can be changed at anytime.

   • Vendor: Enter the name that will appear as the payment vendor on warrants and EFT payments.

   • Display Name: This name will be displayed in the Purchase Requisition, Purchase Order, Order Receipt, Vendor Invoice, Payment Management, and Deduction Management windows. If this field is left blank, it will default to the Vendor Name.
     Tip: If there are multiple vendors with the same name — such as Home Depot — you may want to include location or other identification information in the Display Name so that purchasing, accounts payable, and payroll users can easily differentiate between vendors and feel confident that they selected the correct vendor.

   • DBA Name: The name entered here will be used as the payee for printed Accounts Payable warrants and will be included on the second line of the Recipient field on printed 1099s.

   • Account Number: Enter your organization's account number with this vendor. Note: Whatever text is entered in this field will be printed on the memo line on payroll liability checks if the Print Memo Line box is checked in Payroll Configuration > Liability Checks and accounts payable checks if the Print Vendor Account Number on Memo Line box is checked in Purchasing Configuration > AP Warrants.

4. Complete the Additional Information fields as described.

   • 1099: Select either No-Not a 1099 vendor OR the appropriate code from the pull-down list. Instructions describing the codes are available in online and PDF format at http://www.irs.gov/instructions/index.html Search for Form 1099-MISC and 1099-NEC.

   • You can change a vendor’s 1099 status at any time.1099 tracking is NOT retroactive, so if the status is changed to Yes, AptaFund will only track purchases made after the status change.

   • The November 2020 update automatically changed any 1099 Code 7 entries to NEC-1 entries to accommodate the 1099-NEC form.

   • Attorney fees other than those paid as part of a settlement are now reported under the NEC-1 code. Only if attorney fees are paid as part of a settlement do they now qualify as gross proceeds paid to an attorney to be reported under the MISC-10 code.

   • Rents, awards, and prizes will be the most common payments to report on the 1099-MISC.

   • Tax ID Type: Select from US TIN, US SSN/ITIN, and non-US TIN.

   • Tax ID: Complete the field as described below.
     Note: This field can be left blank if the Require 1099 Tax ID Number parameter is set to No in System Configuration

   • US TIN: Enter in the ##-####### format.

   • US SSN/ITIN: Enter in the ###-##-#### format.

   • Non-US TIN: Enter any format up to 20 characters. Note: For foreign vendors, use the FATCA Filing and Second TIN Notification fields to indicate whether the vendor files a form 8938 under the Foreign Accounting Tax Compliance Act (FATCA) — and if so, whether the vendor uses a second TIN for those filings.

   • Minority/Woman Owned Business: Check this box if this vendor is a minority and/or woman owned business. Note: AptaFund does not provide full Minority/Women Owned Business tracking, but you can filter on this field in the Vendor Management window and generate a screen report.

   • Parent Vendor: Select a vendor from the list if this vendor will be subordinate to another vendor. If not, leave this field blank, and it will default to the vendor you're creating. See About Parent-Child Vendor Relationships for more information.

   • W9 Form on File: Select the type of W9 form on file or No-Not on File. Note: If no selection is made, the field will default to No-Not on File.

   • Use Tax Default: Select from Automatic, Always Yes, or Always No.

   • • If Automatic, AptaFund will check the vendor's address state to determine if use tax will be charged.

     • If Always Yes, use tax will always be charged.

     • If Always No, use tax will not be charged.

   • W9 Date Received: Enter the date the W-9 on file was received. This field will allow you to determine if a new W-9 should be requested from the vendor.

   • Comment: Enter as needed.

   • Terms: Enter any default ordering or invoicing terms associated with this vendor. Terms entered in this field will appear as the default terms in the Purchase Requisition, Purchase Order, and Vendor Invoice windows when this vendor is selected.
     Note: Term information is NOT used in any calculations in AptaFund.

   • FATCA Filing: Check this box if needed before filing the 1099 for this vendor. For further instruction, download the instructions for Form 1099 from www.irs.gov.

   • Second TIN Notification: Check this box if the vendor is a foreign vendor OR you were notified by the IRS twice within three calendar years that the payee provided an incorrect taxpayer identification number. If you mark this box, the IRS will not send you any further notices about this account.

5. Complete the Payment fields as described.

   • Type: Select from Commercial for EFT AP vouchers OR Federal or State for Payroll liabilities.

   • Invoice Payments: Select from Any Vendor or Related Vendor.

   • • If Any Vendor, payments may be made to any enabled vendor.

     • If Related Vendors, payments may only be made to the parent vendor or any other vendor that shares the same parent.

   • Method: Select from EFT Payment, External Payment, and Printed Warrant. Virtual Card will also be an option if your organization uses that feature.

   • EFT Payment describes a payment that will be added to an export to generate a file in ACH format.

   • If you select EFT Payment, you must complete the Electronic Funds Transfer fields.

   • You can change the payment method for an existing EFT vendor if you do not have a voucher or liability check in the New or Pending state.

   • External payment describes a payment that's manually handled outside of the software, but still must be recorded in the software — for example a bill pay from a bank website.

6. If the Payment Method is EFT Payment or External Payment, complete the Electronic Funds Transfer fields as described. EFTs are available for AP vouchers and Payroll liabilities. Note: In order to change a vendor to an EFT vendor, there can be no unpaid vouchers to those vendors.

• Routing Number: Enter the bank routing number for the vendor's bank account that will receive the electronic transfer.

• Pre-Notification: Select Yes if the bank requires pre-notification.  If you select Yes, then this account is prepared for a pre-notification and will change to Complete once the pre-notification is complete. The vendor is paid using a printed warrant one time even if the method of payment isn't Printed Warrant.

• Account Number: Enter the vendor's bank account number in up to 17 alphanumeric characters.

• Acknowledgement: Check this box to require the receiving bank to send notification that the electronic transfer was properly received. At this time, AptaFund does not handle electronic responses. An electronic response can be received using other available applications.

• Account Type: Select from Savings or Checking.

7. Complete the eCommerce Detail fields if using eCommerce. See About eCommerce for further instructions on setting up eCommerce vendors. Click here for information on setting up Amazon Business as an eCommerce vendor.

• eCommerce: Check this box if your organization does eCommerce business with this vendor. If yes, the following fields become visible.

• User Agent: Enter AptaFund.

• Complete the remaining eCommerce fields with information received from the vendor.

8. Enter a Default A/P Account Code if desired. The designated account code(s) will be the default on all invoices for this vendor. When multiple account codes are selected, you must indicate a percentage allocation.

9. Click Save, and the vendor record is saved. Once the vendor is saved, tabs become visible at the bottom of the popup. Sample

10. Click the Addresses tab to enter the vendor addresses, and click here for instructions. Remember: You must define Payment and Primary addresses for all vendors.

Continue with Vendor Addresses

Return to Vendor Management Overview