Vendor Codes Overview

The Vendor file stores information on any business or individual, other than a client, who receives checks from your agency. All staff members and producers are vendors, as are non-insurance vendors such as the phone company.

The Vendor file also includes entries that indicate whether the system should print check stubs for your vendors or whether vendors require 1099 forms at year-end.

Where the information goes

The information that you establish in the Vendor Master file pre-fills to:

• Vendor Invoices screen

• Checks

Vendor Types are pre-installed on the system

Vendor Types are installed with the system. You can add more vendor types using the Vendor Type Code Maintenance file, but you cannot change or delete existing vendor type codes.

They are:

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

What is a Vendor Code?

A Vendor Code identifies the vendor, producer, or insurance company that receives checks from your agency. For example, ATT might be your phone company's vendor code. The vendor code for Janet A. Smith, one of your producers, might be JAS.

Where to enter Vendor Payables Information

Enter Vendor Payables information for companies, vendors, and producers on the Vendor Codes Maintenance Page.

Vendor Types and the Staff File

When the Staff file is built, the system automatically creates:

• A vendor record with the vendor type PRD for every staff member and producer.
• A vendor record with the vendor type INS for anyone with a Payee record.

Vendor Codes, General Ledger accounts, and Divisions

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