Vendor Codes

Use the Vendor Codes page to store information about any business or individual, other than a client, to whom your agency issues checks. All staff members and producers are vendors, as are non-insurance vendors such as the phone company.

The following vendor types come pre-loaded on your system:

  • EE - Employee
  • INS - Company Payee
  • PRD - Producer
  • VEN - Vendor

When you build the Staff Codes file, the system automatically  creates a record with the Vendor Code PRD for every staff member and producer.

The system automatically creates a vendor record with the vendor type INS for anyone with a payee record.

You can enter a different G/L account number for each division; however, you can have only one G/L account number per division for each vendor.

How to access this page

From the Sagitta Home page:

  1. Click Other > Maintenance.

  2. Click Accounting > Vendor Codes. The Vendor Codes page appears.

Fields on this page

Vendor Code - the code that identifies the vendor, producer, or insurance company. For VEN and EE Vendor Types, maximum field length is 15 alphanumeric characters. For PRD and INS Vendor Types, maximum field length is five (5) alphanumeric characters.

Date Off - the system date the Vendor code is no longer active and should be removed from by the system.

You can type the date or select it by clicking the Calendar icon.

D/O Remarks - any comments explaining why the Vendor code is no longer active.

Name #1 - the name of the vendor exactly as you want it to appear on a check. Required.

Name #2 - the second name of the vendor exactly as you want it to appear on a check, if applicable.

Address #1 - the first line of the vendor's address. Required.

Address #2 - the second line of the vendor's address, if applicable.

ZIP=City+ST -  the vendor's zip code. The city and state automatically pre-fill to this field after you enter the ZIP code. Required.

The ZIP code  pre-fills only if it is set up in the system under ZIP Codes.

Contact Name - the name of a specific contact person at the vendor company, if applicable.

Phone No - the vendor's telephone number.

Fax - the vendor's fax number, if applicable.

Vendor Type - the Vendor Type code for this company. You can enter a code that is already set up in the Vendor Types file or you can add a new Vendor Type using the Generic Codes Page. Required.

Tax ID No. - the vendor's Tax Identification Number.

Credit Terms - the Credit Terms code for this vendor. You can enter a code that is already set up in the Credit Terms file or you can add a new Credit Terms code using the Generic Codes Page. You can Search to select a valid Credit Terms code.

Require 1099?  - Select Yes if the vendor needs a 1099 tax form at year-end. Select No if the user does not need a 1099 at year-end. Required.

Bank Code - the bank code for the account from which this company is primarily paid. Required.

Status - use this field to indicate when the system creates the Company Payable. Required. Select:

  • Released to create the Company/Producer Payable in Released status.

  • Held to create the Company/Producer Payable in Held status. Payables are released when the Client Receivable is paid in full.

Print Stubs? - use to indicate whether to print check vouchers for this company. Select:

  • Yes to print check vouchers for this company.

  • No if you do not want to print check vouchers.

With GL? - use to indicate if you want to include the General Ledger number on check stubs. Select:

  • Yes to include the General Ledger account number on the check stub.

  • No to omit the General Ledger account number from the check stub.

Insurer / Producer / Other Section

Use this section if you want to post account payable balances and/or expense accounts balances to a specific general ledger account for the vendor.

Account Payable G/L Acct No. Grid

Complete this grid if you want to post payable balances to a specific G/L payable account for this vendor.

Do not complete this section if you want to post payable balances to the default G/L payable account listed in INS.POST.

If you use this grid, you must complete the two required fields. There are no optional fields in this section.

G/L Account# - the General Ledger account number to which you want to post payable balances for this vendor.

Dept (Departmentalize?) - use to indicate if the system reads the department number from the invoice or ignores the department number on the invoice and posts to Department 00. Select:

  • Yes if you want the system to read the department number from the invoice.

  • No if you want to post to Department 00.

Expense G/L Acct No. Grid

Complete this grid if you want to post expense balances to a specific G/L expense account for this vendor.

For PRD vendors, do not complete this grid if you want to post expense balances to the default G/L expense account listed in INS.POST.

For VEN vendors, leave this grid blank if you want the Expense Account# field to be blank when you create a Vendor Invoice.

If you use this grid, you must complete the two required fields.

Expense G/L Account# - the General Ledger account number to which you want to post expense balances for this vendor.

Dept (Departmentalize?) - use to indicate if the system reads the department number from the invoice or ignores the department number on the invoice and posts to Department 00. Select:

  • Yes if you want the system to read the department number from the invoice.

  • No if you want to post to Department 00.

Producer Section

Use this section if you want to post account payable balances and/or expense accounts balances to a specific general ledger account for the producer.

Direct Bill Accounts Payable G/L Acct No. Grid

Complete this grid if you want to post direct bill producer payable balances to a specific G/L payable account.

Do not complete this section if you want to post payable balances to the default Company Bill Producer Payables G/L payable account listed in INS.POST.

If you use this grid, you must complete all fields.

G/L Account# - the General Ledger account number to which you want to post payable balances.

Dept (Departmentalize?) use to indicate if the system reads the department number from the invoice or ignores the department number on the invoice and posts to Department 00. Select:

  • Yes if you want the system to read the department number from the invoice.

  • No if you want to post to Department 00.

Direct Bill Expense G/L Acct No. Grid

Complete this grid if you want to post direct bill producer expense balances to a specific G/L expense account.

Do not complete this section if you want to post expense balances to the default Company Bill Producer Expense G/L expense account listed in INS.POST.

If you use this grid, you must complete the all fields.

G/L Account# - the General Ledger account number to which you want to post direct bill expense balances.

Dept (Departmentalize?) - use to indicate if the system reads the department number from the invoice or ignores the department number on the invoice and posts to Department 00. Select:

  • Yes if you want the system to read the department number from the invoice.

  • No if you want to post to Department 00.

Create Direct Bill Producer Payables?- use to indicate if you want to create a direct bill producer payable for this producer. Select:

  • Yes to create direct bill producer payables for this producer. You must select Yes if you want to reconcile direct bill items for the producer.

  • No if you do not want to create direct bill producer payable records.

If you have set the INS.POST file to Yes for C/B Producer Reconciliation, you can turn off the option for the selected producer by selecting No in this field.

Create Agency Bill Producer Payables? - use to indicate if you want to create an agency bill producer payable for this producer. Select:

  • Yes to create agency bill producer payables for this producer. You must select Yes if you want to reconcile direct bill items for the producer.  

  • No if you do not want to create agency bill producer payable records.

If you have flagged the INS.POST file to Yes for A/B Producer Reconciliation, you can turn the option off for the selected producer by selecting N - No in this field.

I/G Release Flag - Use for releasing producer payable records for Multi Bill-To Invoices. Select:

  • Individual to release the producer payable records as each Bill-To pays its invoice.  

  • Group to release the producer payable record only when all Bill-Tos pay their invoices.

Broker? – Use to indicate if the PRD type vendor code is an internal producer or outside broker

  • Yes if the PRD type vendor code is an outside broker

  • No or blank if the PRD type is an internal producer

Insurer Section

Void Prior A/P Invoices? - field used to indicate how you want to handle unpaid prior period invoices for the insurer when you void a sales invoice. This field applies only to Vendor Type INS. Valid options are: 1, 2, or 3. Select:

  • 1 to void prior period unpaid invoices by adjusting the original invoice to zero (0) and changing the invoice status to Void.

  • 2 if you want the user to choose when to void the original invoice and when to create a new payable invoice in the current period. The prompt, Create separate A/P invoice in the Current Period? appears.

  • 3 to create a new payable invoice in the current period each time an unpaid prior period invoice of a sales record is voided.

Create Direct Bill Receivables?- option to indicate if you want to create a direct bill receivable detail records for this company. Select:

  • Yes to create direct bill receivables for this company. You must select Yes if you want to reconcile direct bill items for the company.

  • No if you do not want to create direct bill receivable records.

Direct Bill Accounting Method - the accounting method used for direct bill items. Select Accrual or Cash.

Direct Bill Accounts Receivable G/L # Grid

Use this grid if you recognize Direct Bill income on an accrual basis, and you want to enter the account number for this specific company.

If you leave this blank, the Direct Bill Accounts Receivable Account# defaults to the Company Bill Commissions - Accounts Receivable General Ledger# in INS.POST.

If you use this grid, you must complete all fields. There are no optional fields in this section.

G/L Account# - the General Ledger account number to which you want to post direct bill receivables.

Dept (Departmentalize?) - option to indicate if the system reads the department number from the invoice or ignores the department number on the invoice and posts to Department 00. Select:

  • Yes - if you want the system to read the department number from the invoice.

  • No - to post to Department 00, or ignore the department number on the invoice and post to entire Account# listed in the G/L Account# field. Also select No if you want to post to the account listed for the specific division in the G/L Account# field.

Buttons - Grids

Click

To

Save

save the line in the grid.

Save & Add

save the line and open a new line for entering data.

Cancel

exit the grid without saving information.

Adobe and Report Distribution Options

For information about Adobe and Report Distribution, see Print Options Bar.

When you click Adobe, the following prompt appears.

Print schedule of active items only? Click Yes.

Options - Top of Page

Click

To ...

Save

... "file" (record) the information entered on the Vendor Codes page.

Quit

... exit the Vendor Codes page without saving any data.

Copy

... create a new Vendor record by copying the information entered to a new vendor record. The system prompts you to enter a new ID. Enter the new vendor code and click OK to complete the Copy process. You can then modify the new record, as needed.

Addresses

... access the Vendor Multiple Address page. Use this page to specify multiple contact information for the selected vendor.

This option appears only after a vendor record is loaded.