Vendor Setup

Entering name and address information for your vendors is a necessary step to setting up your Vendor Payables. From the Name & Address section in the Vendor form you can also enter phone numbers, tax ID, terms, general ledger account number, 1099 information and link to the Vendor Invoice Template.

 

You can create a Vendor Invoice Template using a link in Vendor setup. The template creates expense allocations across business units. Making creating a vendor invoice easier.

To set up a new vendor:

  1. Open the Vendor Center.
  2. Click New Vendor.

To modify an existing vendor:

  1. In the Vendor Center, search for and select a vendor.
  2. On the Views menu, click Overview.
  3. In the toolbar, click Edit Vendor.
Field Name/Group What is this?

Type

Is your vendor an Individual or a Firm? Select the appropriate option.

Inactive

Check this box to inactivate the vendor. This hides the vendor name in drop-down lists throughout AMS360.

Name & Address

Enter the vendor name as you want it to appear on transactions, reports and correspondence.

  • Enter the First, Middle, and Last name if the vendor Type is an Individual.
  • If the vendor Type is a Firm, the first and last name fields are disabled. Enter the name information in the Firm field.
  • Enter a meaningful 6-character Short Name.
    Example COSTCO
  • Enter the vendor's address, city, state and zip.
  • Enter the vendor's complete web address. The system formats the information as a web site link.

Phones Numbers and Email

Enter the vendor's phone, fax, cell numbers, and email address where indicated.

Contact Information

Enter the Name and Phone Number of your contact within the vendor's business.

Tax ID#

Enter the vendor's Tax ID#. You must have this information to file a 1099 tax report, if such a filing is required.

Terms

Informational field for entering the vendor's payment terms.

Example 2% 10 Days/Net 30

This means you can take a 2% payment discount if the bill is paid within 10 days of the vendor's invoice date. No discount is taken if paid after 10 days. The bill is payable in full 30 days from the invoice date.

GL Number

Select the general ledger account number you want defaulted to Checks, Receipts, and Journal Entries for this vendor.

If you need to create a new general ledger account, select GL Chart of Accounts Setup. This takes you to the Chart of Accounts form. Add the new account.

When you Save and Close the Chart of Accounts form, you are returned to the Vendor data entry form, where you can specify this new account in the GL Number field.

GL Chart of Accounts Setup
Vendor Bank

  • Enter the name of the Vendor's Bank where payments will be sent

  • Enter the Account Number of the Vendor's bank account

  • Enter the Routing Number of the Vendor's bank account

1099 Category/Type

Category

Select the Category, as defined by the IRS, for this vendor's 1099 reporting.  Leave blank if 1099 reporting is not required.

Type

If a 1099 Category is selected, then a Type is required. The drop-down list fills based on the category selected.

 

Check with your agency accountant if you are unsure whether this vendor qualifies for 1099 reporting.

Description

Enter a Description, which you want to default into the Description fields on Receipts and Journal Entries and the For field on Checks.

Example Ford lease

 

If this field is left blank, Vendor Memo defaults as the description but can be changed. Entering the description that you use most often for this vendor, saves time later.

Memo

Enter a Memo, which you want to default into the Memo field in Journal Entries.

Vendor Invoice Template

Click this link to open the Vendor Invoice Template data entry form. Use this form to enter template(s) of predefined invoice information for this vendor.

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