Adding and Maintaining Vendor Information

The Vendor Information window lets you add, maintain and view vendor information. The information specified on the Vendor Information window automatically appears on the Check Disbursal window. To access the Vendor Information - New window and add a new vendor, click General Ledger within the Accounting menu on the Portico Explorer Bar. On the General Ledger menu bar, click Accounts Payable, then click New Vendor. In the Vendor Code field, enter a credit union-defined code to represent the vendor.

Vendor Information - New

To access the Vendor Information window for an existing vendor, click General Ledger within the Accounting menu on the Portico Explorer Bar. On the General Ledger menu bar, click Accounts Payable, then click Vendor Information. Enter a vendor code and click the green arrow to view the vendor information.

Vendor Information

How do I? and Field Help

Complete the following fields in the Vendor Information group box to add or maintain the vendor information.

Field	Description
Vendor Code	The code that represents the vendor code. The vendor code can be made up of one, two, three, four, five, or six alphanumeric characters. The code must not contain spaces between characters. The vendor code is used on the Transactions - Miscellaneous Teller Disbursals tab. This code is credit union-defined. Required to produce a 1099-MISC or 1099-NEC Notice. Length: 6 alphanumeric Keyword: VC Reporting Analytics: General Ledger » Accounts Payable Vendor Master » CODE
Vendor Name	The full name of the vendor.Required to produce a 1099-MISC or 1099-NEC Notice. Length: 40 alphanumeric Keyword: VN Reporting Analytics: General Ledger » Accounts Payable Vendor Master » NAME
Active	Select this check box to indicate that the vendor is active. Clear/uncheck this check box to prevent check disbursals to the vendor when you do not use the vendor any longer, but need to retain the vendor information for year end reporting. Keyword: VA Reporting Analytics: General Ledger » Accounts Payable Vendor Master » ACTIVE IND
Payee	The name of the payee. This information will automatically appear on the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. Leave blank if you do not want the information to transfer to the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. Length: 40 alphanumeric Keyword: PA Reporting Analytics: General Ledger » Accounts Payable Vendor Master » PAYEE
Address 1, 2 and 3	The address of the payee. This information will automatically appear on the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. Leave blank if you do not want the information to transfer to the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. If the Address is Foreign check box is selected, the foreign city's name must reside in the Address 2 field. Address 1 is required to produce a 1099-MISC or 1099-NEC Notice. Length: 40 alphanumeric Keyword: A1, A2 and A3 Reporting Analytics: General Ledger » Accounts Payable Vendor Master » ADDRESS LINE1, ADDRESS LINE2, ADDRESS LINE3
City	The city where the payee address is located. Required to produce a 1099-MISC Notice. Leave blank if you do not want the information to transfer to the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. If the Address is Foreign check box is checked, the foreign country's name MUST reside in this field. Length: 25 alphanumeric Keyword: CT Reporting Analytics: General Ledger » Accounts Payable Vendor Master » CITY
State	The state where the payee address is located. Leave blank if you do not want the information to transfer to the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. If the Address is Foreign check box is checked, enter the foreign country code in the State field. For Canada, enter the province code in the State field. Required to produce a 1099-MISC or 1099-NEC Notice. Length: 2 alphanumeric Keyword: ST Reporting Analytics: General Ledger » Accounts Payable Vendor Master » STATE CODE
ZIP	The postal ZIP Code for the address listed. For domestic addresses, the ZIP code must be either 5 or 9 digits. For foreign addresses, the ZIP code can be up to 10 characters. If the Address is Foreign check box is not selected: A valid ZIP Code must be entered without the dash. Alpha characters are not allowed. If the Address is Foreign check box is selected The ZIP Code field is optional. Alpha characters are allowed. Length: 9 numeric (10 alphanumeric if the Address is Foreign check box is selected.) Leave blank if you do not want the information to transfer to the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. Required to produce a 1099-MISC Notice Keyword: VZ Reporting Analytics: General Ledger » Accounts Payable Vendor Master » ZIP CODE
Address is Foreign	Select this check box if the address is in a foreign country. If the Address is Foreign check box is selected, the foreign city's name must reside in the Address 2 field and the foreign country's name must reside in the City field. In the State field, enter the foreign country code. For Canada, enter the province code in the State field. Keyword: FF Reporting Analytics: General Ledger » Accounts Payable Vendor Master » FGN ADDRESS
Phone	The vendor's phone number. Length: 15 numeric Keyword: PH Reporting Analytics: General Ledger » Accounts Payable Vendor Master » TELEPHONE
Ext	The vendor's phone number extension. Length: 4 numeric Keyword: EX Reporting Analytics: General Ledger » Accounts Payable Vendor Master » PHONE EXTENSION
Fax	The vendor's fax number. Length: 15 numeric Keyword: FX Reporting Analytics: General Ledger » Accounts Payable Vendor Master » FAX NUMBER
E-Mail	The vendor's e-mail address. Length: 50 alphanumeric Keyword: EM Reporting Analytics: General Ledger » Accounts Payable Vendor Master » EMAIL ADDRESS
Contact 1	The name of the first contact for the vendor. Length: 50 alphanumeric Keyword: CO Reporting Analytics: General Ledger » Accounts Payable Vendor Master » CONTACT
Contact 2	The name of the second contact for the vendor. Length: 50 alphanumeric Keyword: CA Reporting Analytics: General Ledger » Accounts Payable Vendor Master » ALT CONTACT
Comment 1	Credit union-defined information about the vendor. Length: 50 alphanumeric Keyword: C1 Reporting Analytics: General Ledger » Accounts Payable Vendor Master » COMMENT1
Comment 2	Credit union-defined information about the vendor. Length: 50 alphanumeric Keyword: C2 Reporting Analytics: General Ledger » Accounts Payable Vendor Master » COMMENT2
Description	The description that will appear on general ledger transactions and reports for this vendor payment. This information will automatically appear on the Check Disbursal window. Leave blank if you do not want the information to transfer to the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. Length: 40 alphanumeric Keyword: DE Reporting Analytics: General Ledger » Accounts Payable Vendor Master » DESCRIPTION
Stub Line	The message that will be printed on the check stub line. Leave blank if you do not want the information to transfer to the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. Length: 40 alphanumeric Keyword: VS Reporting Analytics: General Ledger » Accounts Payable Vendor Master » STUB LINE

In the Tax Information group box, enter the vendor's tax ID and IRS reporting option.

Field	Description
Tax ID	The vendor's tax ID. Required to produce a 1099-MISC or 1099-NEC Notice. Length: 9 numeric Keyword: TI Reporting Analytics: General Ledger » Accounts Payable Vendor Master » TAX ID
SSN	Select this check box if the tax ID is the vendor’s Social Security Number. If not selected, the tax ID is the Employer Identification Number. Keyword: TF Reporting Analytics: General Ledger » Accounts Payable Vendor Master » Tax ID Ind
IRS Reporting	Click the down arrow to select the type of IRS reporting required for the vendor. Required to produce a 1099-MISC Notice or 1099-NEC Notice. The valid values are: N - No reporting to IRS required. System default. 1 - Rents (Box 1 of 1099-MISC notice) 2 - Royalties (Box 2 of 1099-MISC notice) 3 - Other Income (Box 3 of 1099-MISC notice) 5 - Fishing boat proceeds (Box 5 of 1099-MISC notice) 6 - Medical and Health care payments (Box 6 of 1099-MISC notice) 7 - Non-employee compensation (1099-NEC notice) 8 - Substitute payments in lieu of dividends or interest (Box 8 of 1099-MISC notice) 9 - Direct sales of consumer products for resale (Box 7 of 1099-MISC notice) A - Crop insurance proceeds (Box 9 of 1099-MISC notice) D - Excess Golden Parachute Payments (Box 14 of 1099-MISC notice) E - Gross Proceeds paid to an Attorney (Box 10 of 1099-MISC notice) F - Section 409A Deferrals (Box 12 of 1099-MISC notice) G - Non-qualified deferred compensation (Box 15 of 1099-MISC notice) H - Cash > $600 for fish purchased for resale (Box 11 of 1099-MISC notice) Keyword: IR Reporting Analytics: General Ledger » Accounts Payable Vendor Master » IRS RPT TYPE
IRS notice icon	If the Notices check box is selected in the History Options section on the Credit Union Profile – History/Reversals tab, the notice icon button will appear in the Tax Information group box after a 1099-MISC or 1099-NEC is generated. When you click the icon button, the form will display via Nautilus Essentials. Reporting Analytics: General Ledger » Accounts Payable Vendor Master » 1099-Misc Notice History Ind Reporting Analytics: General Ledger » Accounts Payable Vendor Master » 1099-Misc Notice Date
Current Year Federal Withholding	The current year federal withholding amount. In order to accurately report the YTD Federal Withholding amount on tax form 1099-MISC or 1099-NEC to the vendor and the IRS, your credit union is responsible for maintaining the Current Year Federal Withholding field. The current year-to-date Federal withholding amount will be reported on the 1099-MISC form or 1099-NEC form in Box 4 - Federal income tax withheld. After the 12/31 year-end cycle, the Current Year withholding amount will roll to the Prior Year Federal Withholding field. Length: 12 numeric Reporting Analytics: General Ledger » Accounts Payable Vendor Master » Fed Withholding Cur Year
Prior Year Federal Withholding	The total federal withholding amount withheld in the prior year. This amount will be rolled over from the Current Year Federal Withholding field at year end. Length: 12 numeric Reporting Analytics: General Ledger » Accounts Payable Vendor Master » Fed Withholding Prior Year
Current Year State Withholding	The current year state withholding amount. In order to accurately report the YTD State Withholding amount on tax form 1099-MISC or 1099-NEC to the vendor and the IRS, your credit union is responsible for maintaining the Current Year State Withholding field. The current year-to-date State withholding amount will be reported on the 1099-MISC form in Box 15 – State tax withheld or on the 1099-NEC form in Box 5 – State tax withheld. After the 12/31 year-end cycle, the Current Year withholding amount will roll to the Prior Year State Withholding field. Length: 12 numeric Reporting Analytics: General Ledger » Accounts Payable Vendor Master » State Withholding Cur Year
Prior Year State Withholding	The total state withholding amount withheld in the prior year. This amount will be rolled over from the Current Year State Withholding field at year end. Length: 12 numeric Reporting Analytics: General Ledger » Accounts Payable Vendor Master » State Withholding Prior Year

In the GL Accounts and Branches group box, enter the general ledger account(s) and branches associated with the vendor. This information will automatically appear on the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab.

Field	Descruption
GL Accounts and Branches	The general ledger account(s) and branches associated with the vendor. This information will automatically appear on the Check Disbursal window. Leave blank if you do not want the information to transfer to the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab. GL Account Length: 6 numeric GL Account Keyword: G1, G2, G3, etc. Reporting Analytics: General Ledger » Accounts Payable Vendor Master » GL ACCT1, GL ACCT2, GL ACCT3, etc. Branch Length: 3 numeric Branch Keyword: B1, B2, B3, etc. Reporting Analytics: General Ledger » Accounts Payable Vendor Master » GL BR ENTRY1,GL BR ENTRY2, GL BR ENTRY3, etc

Field

Descruption

GL Accounts and Branches

The general ledger account(s) and branches associated with the vendor. This information will automatically appear on the Check Disbursal window. Leave blank if you do not want the information to transfer to the Check Disbursal window and Transactions - Miscellaneous Teller Disbursals tab.

GL Account Length: 6 numeric

GL Account Keyword: G1, G2, G3, etc.

Reporting Analytics: General Ledger » Accounts Payable Vendor Master » GL ACCT1, GL ACCT2, GL ACCT3, etc.

Branch Length: 3 numeric

Branch Keyword: B1, B2, B3, etc.

Reporting Analytics: General Ledger » Accounts Payable Vendor Master » GL BR ENTRY1,GL BR ENTRY2, GL BR ENTRY3, etc

In the Manual Adjustments group box, enter the amount to adjust the current year-to-date vendor total.

Field	Description
Manual Adjustments - Adjustment Amount	The amount to adjust the current year-to-date vendor total. This amount is not maintained on any file and does not affect the general ledger balances. Length: 12 numeric including decimal Keyword: CY
Manual Adjustments - Last Adjustment Date	The last date an adjustment was made to the current year-to-date vendor total. This date is the current system date when an adjustment is made to the vendor's year-to-date total. Reporting Analytics: General Ledger » Accounts Payable Vendor Master » LAST ADJ DATE

Field

Description

Manual Adjustments - Adjustment Amount

The amount to adjust the current year-to-date vendor total. This amount is not maintained on any file and does not affect the general ledger balances.

Length: 12 numeric including decimal

Keyword: CY

Manual Adjustments - Last Adjustment Date

The last date an adjustment was made to the current year-to-date vendor total. This date is the current system date when an adjustment is made to the vendor's year-to-date total.

Reporting Analytics: General Ledger » Accounts Payable Vendor Master » LAST ADJ DATE

Click Save to save the vendor information.

To delete the vendor information, click Delete. If a vendor's Current Year Disbursements field contains a value greater than 0, the vendor cannot be deleted.

Click New to add a new vendor.

Click the vendor list icon button to open the Vendors window and view the vendor list.

Click the vendor disbursal history icon button to open the Vendor Disbursal History window and view the vendor history.

Click the check disbursal icon button to open the Check Disbursal window and disburse a check payment to the vendor. The Check Disbursal window will appear with the payee name, address, description, stub line, and associated general ledger accounts as they appear on the Vendor Information window.

The Last Posted group box contains information regarding the last payment made to this vendor.

Field	Description
Last Posted Ck Nbr	The check number processed on the last transaction for this vendor. If the credit union does not use the check register or Forms Management, the field will be blank. It will also be blank if the vendor invoice was paid using cash. Length: 6 numeric Reporting Analytics: General Ledger » Accounts Payable Vendor Master » LAST CHECK
Last Posted Amount	The total transaction amount of the last payment processed for this vendor. Length: 13 numeric including decimal Reporting Analytics: General Ledger » Accounts Payable Vendor Master » LAST TXN AMOUNT
Last Posted Date	The business date of the last transaction posted for this vendor. Reporting Analytics: General Ledger » Accounts Payable Vendor Master » LAST POST DATE
Last Posted CAN	The computer-assigned number (CAN) used to track financial transactions. This number helps identify the transaction for auditing purposes. The CAN is assigned sequentially by the system. Length: 7 numeric Reporting Analytics: General Ledger » Accounts Payable Vendor Master » LAST CAN
Last Posted Teller	The teller number used to post the last vendor payment with the Transactions - Miscellaneous Teller Disbursals tab. Length: 2 alphanumeric Reporting Analytics: General Ledger » Accounts Payable Vendor Master » LAST TELLER
Last Posted Br	The branch of the teller that posted the last vendor payment with the Transactions - Miscellaneous Teller Disbursals tab. Length: 3 numeric Reporting Analytics: General Ledger » Accounts Payable Vendor Master » LAST TELLER BR

The Totals and Adjustments group box contains the disbursements and adjustments made for the vendor.

Field	Description
Current Year Manual Adjustments	The manual adjustments made year-to-date. Reporting Analytics: General Ledger » Accounts Payable Vendor Master » YTD AMOUNT
Current Year Disbursements	The current year-to-date year to date total for the vendor. This amount is updated as payments are made with the Transactions - Miscellaneous Teller Disbursals tab using the vendor code. Payments made using other transactions or no vendor code will not update this amount. Length: 15 numeric including decimal
Current Year Adjusted Disbursements	The vendor balance after calculating the adjustment. Required to produce a 1099-MISC Notice or 1099-NEC Notice. This field is used on the Vendor Information window to show the adjusted vendor account balance. This amount is written to the vendor record and the LC00 non-financial transaction record for reporting. The Current Year Adjusted Disbursements field will be reported on the 1099-MISC Notice or 1099-NEC Notice. The amount will be printed in the appropriate box based on the option in the IRS Reporting field. Prior to year end, for any vendor you wish to generate a 1099-MISC Notice, you will need to review the amount in the Current Year Adjusted Disbursements field to ensure that the correct amount is reported to the IRS on the notice. To make any changes to this amount, enter the correct amount in the Adjustment Amount field in the Manual Adjustments group box. On 12/31, the current year totals will rollover to the prior year totals. Length: 12 numeric including decimal
Prior Year Manual Adjustments	The total manual adjustments made in the prior year. This amount will be rolled over from the current year field at year end. Reporting Analytics: General Ledger » Accounts Payable Vendor Master » PREV YTD AMOUNT
Prior Year Disbursements	The prior year vendor total. Length: 15 numeric including decimal Reporting Analytics: General Ledger » Accounts Payable Vendor Master » PREV ADJ AMOUNT
Prior Year Adjusted Disbursements	The prior year vendor balance after calculating the adjustment. This amount will be rolled over from the Current Year Adjusted Disbursements field at year end. This field is only used on the Vendor Information window to show the adjusted vendor account balance. This amount is written to the vendor record and the LC00 non-financial transaction record for reporting. The Prior Year Adjusted Disbursements field on the Vendor Information window will be reported in the appropriate box on the 1099-MISC form based on the IRS Reporting option and the All Vendors field on the 120 Report Rules. If the All Vendors field is Y, a 1099-MISC Notice will be created for all vendors regardless of the dollar amount in the Prior Year field. If the All Vendors field is N, a 1099-MISC Notice will be created for vendors who meet the dollar amounts based on the IRS guidelines. Length: 12 numeric including decimal. Reporting Analytics: General Ledger » Accounts Payable Vendor Master » Prior YTD ADJ Amount

General Ledger Effects: none

Related Reports:

Vendor Code Report 306
1099-MISC Miscellaneous Income Paid Report 120
1099-NEC Non-employee Income Paid Report 125

Portico Host: APM

Additional Reporting Analytics Query Items:

Reporting Analytics: General Ledger » Accounts Payable Vendor Master » LAST TXN CODE

Reporting Analytics: General Ledger » Accounts Payable Vendor Master » CUID